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CD General Plan 2040 Steering Committee____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 9-2-70 Council Meeting: 12/04/2017 Disposition: Resolution 14426 Agenda Item No: 8.a Meeting Date: December 4, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Development Prepared by: Paul Jensen, Director Raffi Boloyan, Planning Manager Barry Miller, Contract Project Mgr. City Manager Approval: ______________ TOPIC: SAN RAFAEL GENERAL PLAN 2040 STEERING COMMITTEE SUBJECT: RESOLUTION AMENDING RESOLUTION 14276, APPOINTING THE GENERAL PLAN 2040 STEERING COMMITTEE, AND ADOPTING COMMITTEE BYLAWS RECOMMENDATION: Staff recommends that the City Council take the following actions: 1. Adopt the attached Resolution, which: a. Amends provisions of Resolution 14276 (approved February 6, 2017) regarding the size and composition of the General Plan Steering Committee b. Approves the appointment of 23 members and 22 alternates to the General Plan 2040 Steering Committee c. Approves the Steering Committee Bylaws 2. Nominate a Council member and alternate to serve on the General Plan 2040 Steering Committee BACKGROUND: Initiation of General Plan 2040 State law requires that each city and county in California adopt a comprehensive, long-term general plan to address community growth and physical development. San Rafael’s current General Plan (General Plan 2020) was adopted in 2004 and had a horizon year of 2020. Its preparation was community-driven, involving the guidance of a “Steering Committee” appointed by the City Council, as well as multiple subcommittees. In February 2017, the City Council authorized a preliminary work program to initiate General Plan 2040. The intent of the Plan Update is to respond to recent state laws regarding general plan content, incorporate current data, address emerging issues, respond to anticipated growth forecasts and related impacts, and move the Plan’s time horizon forward 20 years. The Update also provides an opportunity to engage San Rafael residents and businesses in discussions about the future of the community. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 As reported to the City Council in January and February 2017, General Plan 2040 is not intended to be a “start-from-scratch” effort. The prior Plan has worked well for the City and many of its policies are expected to remain in place. The current effort is principally intended to keep the Plan relevant, factually up-to-date, reflective of best practices in general plans, and fully compliant with state law. Since the Council’s authorization to start the project, staff has retained a contract project manager (Barry Miller), prepared a detailed work program, launched a project website, introduced the Update program to City Boards and Commissions, and solicited applications for a Steering Committee. Resolution 14276 (approved February 6, 2017) On February 6, 2017, the City Council adopted Resolution 14276. The Resolution confirmed the direction for the General Plan Update, including a preliminary work program and engagement strategy. Among its provisions was the appointment of a 21 member Steering Committee, to be comprised of one member each plus one alternate, from the following groups and organizations: 1. City Council 2. Planning Commission 3. Design Review Board 4. Citizens Advisory Committee 5. Parks and Recreation Commission 6. Bicycle and Pedestrian Advisory Committee 7. Pickleweed Advisory Board 8. Climate Change Action Plan Update Working Group 9. Federation of San Rafael Neighborhoods 10. North San Rafael Coalition of Residents 11. Point San Pedro Road Coalition 12. Gallinas Creek Watershed Council 13. Chamber of Commerce 14. East San Rafael Working Group 15. Seniors Advocate 16. Youth Advocate 17. Environmental Advocate 18. Homeless Advocate 19. Housing Advocate 20. Cultural Resource Advocate 21. At-Large The first 14 of these seats are “non-discretionary” in that the nominee must be an appointed representative of the listed organization. Nominees for these seats have been selected by the organizations themselves, in most cases through a formal vote. Seats 15-20 are “discretionary” in that they are not associated with a particular organization, but rather with multiple organizations representing specific constituent groups. Seat 21 is the only position on the Steering Committee not affiliated with a particular group or topic area. Following Council approval of the General Plan Work Program in February, staff developed a list of persons interested in filling Seats 15-21 based on inquiries from the public and points of contact at key interest groups and organizations. The list ultimately included about 35 individuals. Each individual was contacted in August and invited to submit an application. In addition, the Steering Committee application was posted to the City’s website along with a call for applications. All prospective Committee members—including those appointed by Boards and Commissions—were required to submit an application. The deadline for applications was September 30, 2017. Staff received 15 applications for the one “at large” seat. Given the desire to engage a broad cross- section of the community, Staff recommends that Resolution 14276 be amended to allow for three at- large members, plus two alternates (rather than one at-large member, plus one alternate). This would bring the total size of the Steering Committee to 23 (with 22 alternates). The attached Resolution includes a provision making this change. Once the Steering Committee is formed, it will meet on the second Wednesday of the month from 6 to 9 PM. Meetings will be subject to Brown Act requirements for noticing and will be open to the public, with SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 time on each agenda allocated for public comment. It is envisioned that the Committee will discuss issues related to San Rafael’s future and will be a sounding board for policies and land use decisions. Typical meetings would include a staff or consultant presentation on a plan-related topic (transportation, climate change, wildfire safety, etc.), a review of existing policies, and a discussion of potential new policies or policy changes by Committee members. Approximately 20 meetings are envisioned, with the Committee’s work concluding by the end of 2019. Steering Committee Member Recruitment Process This section highlights key steps in the member recruitment process. Proposed Committee members are listed below and in the Resolution of appointment (Attachment “1”, Exhibit A). Non-Discretionary Seats • The Gallinas Watershed Council submitted its nominee and alternate in writing on August 27, 2017 (Margaret Johnston, Judy Schriebman). • The Bicycle and Pedestrian Committee entertained nominations at its regular meeting of August 30, 2017. BPAC confirmed its appointments during September (DJ Allison, Joakim Osthus). • The Design Review Board appointed its nominee and alternate by vote at its regular meeting of September 6, 2017 (Eric Spielman, Cheryl Lentini). • The Pickleweed Advisory Board appointed its nominee and alternate by vote at its regular meeting of September 6, 2017 (Jenny Broering, Salvador Avalos). • The Citizens Advisory Committee on Economic Development and Affordable Housing appointed its nominee and alternate by vote on September 15, 2017 (William Carney, Felix AuYeung). • The Planning Commission appointed its nominee and alternate by vote at its regular meeting of September 16, 2017 (Berenice Davidson, Jeff Schoppert). • The Parks and Recreation Commission appointed its nominee and alternate by vote at its regular meeting of September 19, 2017 (Eric Holm, Jeff Jones). • The Climate Change Action Plan Update Committee appointed its nominee and alternate by vote on September 20, 2017 (Pam Raves, Kif Scheuer). • Staff made brief presentations to the Chamber of Commerce and East San Rafael Working Group (ESRWG) during September 2017. Each group subsequently selected their nominees and alternates and submitted their choices in a letter on September 15, 2017 (Chamber: Roger Smith, Joanne Webster; ESRWG: Stephanie Plante, Laura Bertolli). • The Federation of San Rafael Residents submitted its nominee and alternate in writing on September 21, 2017 (Jackie Schmidt, Amy Likover). • The Point San Pedro Road Coalition submitted its nominee and alternate in writing on September 25, 2017 (Bonnie Marmor, Alan Schaevitz). The City requested a nominee from the North San Rafael Coalition of Residents on August 24, 2017. A nominee was not provided prior to the deadline of September 30, 2017. Since the North San Rafael Coalition of Residents did not provide an appointee, staff is recommending that the seat be broadened to any resident from North San Rafael and called North San Rafael Representative (see “Analysis” discussion below). Furthermore, the City received three applications from people interested to serve as the North San Rafael resident representative. Staff recommends: • North San Rafael Representative (Richard Hall, resident, as primary and Brad Honsberger, Dixie School Board member, as alternate.) SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 Discretionary Seats A number of individuals specifically applied for one of the six “advocacy” seats, including several who were formally endorsed by advocacy groups. In addition, some of the applicants for the “at large” seat indicated they were also interested in the “advocacy” seats. A few of these applicants have been recommended for “advocacy” seats based on their qualifications and the organizations they represent. • Staff recommends that Sparkie Spaeth be appointed to the “seniors advocacy” position, in light of her recent service as Chair of the Age Friendly San Rafael Task Force, Chair of San Rafael Village, and work experience in health and human services. Hilda Castillo is recommended as the alternate. • To recruit for the “youth advocacy” position, staff reached out to the principals of both public high schools, Marin Academy, the Youth Leadership Institute, the Boy Scouts and Girl Scouts, Dominican University, and the School of Environmental Leadership. Staff recommends that Bella Bromberg, a junior at Marin Academy, be appointed to the “Youth Advocacy” position. Jack McGinn, also a junior at Marin Academy is recommended as the alternate. • Two applications were received for the “environmental advocacy” position; both received endorsements from the Marin Conservation League. Staff recommends Kate Powers as the nominee and Robert Miller as the alternate. • To recruit for the “homeless advocacy” position, staff reached out to service providers (St. Vincent’s, Ritter Center, Downtown Streets Team, etc.). Three applications were received. Staff recommends Karen Strolia (Downtown Streets Team) as the nominee and Paula Doubleday as the alternate. • Staff recommends expanding the scope of the “housing” advocate position to also include social services (e.g., “housing and social services”). Canal Alliance Executive Director Omar Carrera is recommended for this seat, with Canal Alliance Development Director Sara Mattson serving as the alternate. • Two applications were received for the “cultural resource advocate” seat. Both received endorsements from San Rafael Heritage. Staff recommends Jeff Rhoads as the nominee and Leslie Simons as the alternate. At Large Seats As previously noted, 15 applications were received for the “at large” seat (including a few who indicated interest in specific topic areas). Staff is recommending that three members be selected, along with two alternates. The proposed appointees are: • Linda Jackson. As San Rafael’s long-range planner for more than two decades and the project manager for General Plan 2020, Linda is exceptionally qualified to serve. Linda is also a Trustee on the San Rafael City Schools Board of Education and Program Director of the Aging Action Initiative. • Cecilia Zamora. Cecilia is Executive Director of the Latino Council, a San Rafael-based non-profit that works with the Latino community to promote organizational development and empowerment. She is also President of the Hispanic Chamber of Commerce of Marin. • Drew Norton. Drew is a Gerstle Park resident and owns an engineering firm specializing in sustainable infrastructure. • Samantha Sargent [alternate]. Samantha is a founding member of the “B Team,” a local contractor, and has been active in recent initiatives to improve Albert Park. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5 • Jed Greene (alternate). Jed is a Certified Public Accountant, Downtown business owner and is active in the Downtown Business Improvement District. City Council Ad Hoc Sub-Committee Direction An Ad Hoc City Council Sub-Committee (Phillips, Gamblin) convened on November 3 to review staff’s recommendations for the Committee and discuss next steps. The Committee provided direction on filling the vacant seat for North San Rafael, concurred with staff’s recommendation to expand the number of at-large members from one to three, and discussed the City Council’s potential representative on the Committee. Committee Bylaws Staff has prepared proposed Bylaws for the Steering Committee. The content is based on a review of bylaws for General Plan Steering Committees in other California cities, as well as prior direction provided by the City Council regarding the composition and conduct of the Committee. The Bylaws are included as Attachment “1,” Exhibit B and address the following subjects: • The composition of the Committee • The role of Committee members and principles for participation • The role of alternates • Limits on the decision-making authority of the Committee • Absences, dismissals, and vacancies • Requirements for a quorum • Selection of officers • Compliance with the Brown Act and Fair Political Practices Act • Conflicts of interest • Meeting times, locations, and protocol ANALYSIS: Staff believes the General Plan Steering Committee will be a dynamic and productive entity, with the capacity to make General Plan 2040 an effective and visionary document. Each prospective Committee member completed an application form indicating why they wanted to serve on the Committee and any special qualifications or skills they had (see Attachment 2). Many of the applicants provided thoughtful responses to these questions, and a few provided letters of recommendation and endorsement. One of the objectives in creating this Committee is that its members have diverse perspectives and fairly represent the population of San Rafael. The Committee is well balanced by gender and geography. Based on the 43 nominees (22 members, 21 alternates) identified to-date, there are 23 women and 20 men. Members are well distributed geographically, with all parts of the city represented. The application forms did not ask for information on age or ethnicity. Given that the nominees are mostly members of City Boards, Commissions, and the leadership of local organizations, they tend to be above the City’s median age. Additional community engagement strategies, including focus groups, stakeholder meetings, neighborhood workshops, bi-lingual meetings, and on-line engagement are planned to ensure that younger adults, disadvantaged communities, and non-English speaking households are fully engaged. Several Steering Committee members are affiliated with organizations serving under-represented communities, and will be partners in creating an inclusive, equitable planning process. The following items are highlighted for Council consideration: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 6 • Appointment of a Council Representative to the Committee. The City Council is being asked to appoint one Councilmember, plus an alternate, to the Steering Committee. The Council’s nominee would be expected to attend evening meetings on the second Wednesday of each month, or ask their alternate to attend in the event of an absence. While at Steering Committee meetings, Council members would participate in a capacity equal to other Committee members. • Confirmation of Committee Members, including the increase in Committee size. The Council is invited to review the list of proposed members, including the application forms (Attachment 2) prior to considering the attached resolution. As noted above, the Resolution also authorizes an increase in the number of at-large members from one to three (with two alternates), a decision that should be confirmed by the City Council. • Confirmation of Bylaws. The Council is encouraged to review the proposed bylaws prior to considering the attached resolution. Of particular importance is the issue of selecting a Committee Chair and Vice Chair. The bylaws indicate that these positions will be elected by the Committee itself. If the Council prefers, the Committee could function without a Chair (staff would facilitate), or the City Council could appoint a Chair and Vice Chair. The bylaws also provide the flexibility to allow the Chair/Vice Chair position to rotate over the course of the project. • North San Rafael Representative. The initial resolution authorizing the Steering Committee included a placeholder for a representative from the North San Rafael Coalition of Residents. Since no representative has been identified, staff recommends that this position be defined more broadly as a “North San Rafael Representative.” Any resident in the incorporated portion of ZIP code 94903 would be eligible, but the ideal candidate would have a history of engagement in civic affairs and participation in one of the local Homeowners Associations. The City has received three applications from North San Rafael residents to serve in this category and has recommended the selection of Richard Hall, a resident, as the primary and Brad Honsberger, a Dixie School Board member as the alternate. COMMUNITY OUTREACH: The General Plan Steering Committee was discussed at City Council meetings in January, February, and November 2017. Additionally, there were agendized discussions concerning the Steering Committee at the following City Board and Commission meetings: Bicycle and Pedestrian Advisory Committee (8/30); Design Review Board (9/6); Pickleweed Advisory Board (9/6); Citizens Advisory Committee (9/15), Planning Commission (9/16), Parks and Recreation Commission (9/19); and Climate Change Action Plan Committee Meeting (9/20). Staff also attended the regularly scheduled meetings of organizations such as the Chamber of Commerce and East San Rafael Working Group to discuss the Committee and the General Plan Update. Outreach for the December 4 meeting included an emailed Notice to all individuals who expressed interest in serving on the Committee (including those who did not apply, those who applied and were not selected, and those who were selected). A copy of the public meeting notice is attached (Attachment “3”). FISCAL IMPACT: There is no direct fiscal impact to the appointment of members to this Steering Committee, other than the staff time anticipated as part of the overall work plan. Staff is in the process of preparing a detailed work program for the General Plan Update, including a preliminary budget, and will be bringing that to SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 7 the Council for discussion in the near future. The estimated cost for the entire program will be between $1.0 and $1.5 million over three years, excluding City staff time. Currently, there is $1.8 million available in the General Plan Fund 218 to support this program. This fund accumulates resources for the implementation of the current General Plan as well as for the General Plan update process. Two revenue sources are employed to accumulate these resources: the General Plan Implementation Fee, a 0.259% surcharge on the building permit fee, and the General Plan Maintenance (Update) Fee, a 0.96% surcharge on the building permit fee. The collection of these fees enables the City to complete the General Plan Update without relying on allocations of General Fund tax revenues. OPTIONS: The City Council has the following options to consider regarding this matter: 1. Accept the report and approve the Resolution, including the increase to the committee size, recommended Steering Committee appointments, and bylaws; 2. Modify the Steering Committee appointments and/ or bylaws; or 3. Direct staff to return to a future meeting with more information, or a modified list of Committee members and /or bylaws. RECOMMENDED ACTION: Accept report, adopt resolution, and provide feedback and direction to staff. ATTACHMENTS: 1. Resolution with attached list of Steering Committee Appointees (Exhibit A) and Committee Bylaws (Exhibit B) 2. Completed Steering Committee Application forms and Supplemental Materials 3. Public meeting notice 1 RESOLUTION NO. 14426 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AMENDING RESOLUTION 14276, APPOINTING THE SAN RAFAEL GENERAL PLAN 2040 STEERING COMMITTEE, AND ADOPTING COMMITTEE BYLAWS (CITY FILE NOS: GPA16-001 & P16-013) WHEREAS, California Government Code Section 65300 requires that each city and county in the State adopt a comprehensive long-range General Plan to address community growth, physical development and planning of citywide programs; and WHEREAS, consistent with State law, on November 15, 2004, the City Council adopted San Rafael General Plan 2020 and certified the supportive Final Environmental Impact Report; and WHEREAS, General Plan 2020 has been amended numerous times since 2004, does not fully reflect current conditions and State guidance for General Plans, and is approaching its intended horizon year; and WHEREAS, on February 6, 2017, the City Council adopted Resolution 14276, including a Preliminary Work Program for updating the General Plan; and WHEREAS, the Preliminary Work Program called for creation of a General Plan 2040 Steering Committee comprised of 21 members and 21 alternates and included guidance on the groups to be represented on the Committee; and WHEREAS, the City requested Steering Committee nominees and alternates from the Boards, Commissions, organizations, and advocacy groups listed in the Preliminary Work Program; and WHEREAS, the Bicycle and Pedestrian Advisory Committee, Citizens Advisory Committee on Affordable Housing and Economic Development, Climate Change Action Plan Committee, Design Review Board, Parks and Recreation Commission, Pickleweed Advisory Board, and Planning Commission each had an agendized discussion of the General Plan 2040 Steering Committee at their regularly scheduled meetings and each nominated a member and an alternate; and WHEREAS, the Chamber of Commerce, East San Rafael Working Group, Federation of San Rafael Neighborhoods, Gallinas Creek Watershed Council, and Point San Pedro Road Coalition have each nominated a member and an alternate; and WHEREAS, applications were solicited and submitted for nominees and alternates specifically representing seniors, youth, environmental groups, homeless advocates, housing and social service advocates, and cultural resource advocates; and 2 WHEREAS, many applications were submitted for the “at-large” seat on the Committee; and WHEREAS, no nominees were submitted by the North San Rafael Coalition of Residents; and WHEREAS, the Committee includes a seat for a member of the City Council, plus an alternate; and WHEREAS, bylaws have been prepared to guide the conduct of the Committee and establish its meeting procedures; and WHEREAS, the City Council convened a noticed public hearing on General Plan 2040 Steering Committee appointments on December 4; and WHEREAS, at that hearing, it was recommended that the seat for the “North San Rafael Representative” be reclassified as the seat for a “North San Rafael resident”; and WHEREAS, it was further recommended that the appointment of a City Council representative and alternate to the Committee be deferred to January 2018; NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby takes the following actions: 1. City Council Resolution 14276 is amended as follows: a. The number of at-large seats on the Committee is increased from one to three. The number of “alternates” for the at-large seats is increased from one to two. With this change, there will be a total of 23 Steering Committee members, plus 22 alternates. b. The seat on the Committee originally reserved for the North San Rafael Coalition of Residents is redefined as being reserved for a resident of the incorporated area of North San Rafael and will be known as “North San Rafael Resident.” An alternate for this seat will also be appointed. c. The “Housing Advocate” seat on the Steering Committee is modified to be the “Housing and Social Services Advocate” seat. 2. The individuals listed in Exhibit A are hereby appointed to the San Rafael General Plan 2040 Steering Committee. 3. Exhibit B is hereby adopted as the bylaws for the San Rafael General Plan 2040 Steering Committee. 3 4. A City Council appointee and alternate to the Steering Committee will be named no later than January 31, 2018. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was adopted at a regular meeting of the City Council on the 4th day of December 2017. AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk EXHIBIT A: LIST OF STEERING COMMITTEE MEMBERS AND ALTERNATES EXHIBIT B: STEERING COMMITTEE BYLAWS 4 EXHIBIT A LIST OF STEERING COMMITTEE MEMBERS AND ALTERNATES Organization Member Alternate 1.City Council Per Resolution Per Resolution 2. Planning Commission Berenice Davidson Jeff Schoppert 3. Design Review Board Eric Spielman Cheryl Lentini 4. Parks and Recreation Commission Eric Holm Jeff Jones 5. Bicycle and Pedestrian Advisory Committee DJ Allison Joakim Osthus 6. Citizens Advisory Committee William Carney Felix AuYeung 7. Pickleweed Advisory Board Jenny Broering Salvador Avalos 8. Climate Change Action Plan Committee Pam Reaves Kif Scheuer 9. Chamber of Commerce Roger Smith Joanne Webster 10. East San Rafael Working Group Stephanie Plante Laura Bertolli 11. Federation of San Rafael Neighborhoods Jackie Schmidt Amy Likover 12. Point San Pedro Road Coalition Bonnie Marmor Alan Schaevitz 13. Gallinas Creek Watershed Council Margaret Johnston Judy Schriebman 14. North San Rafael Resident Richard Hall Brad Honsberger 15. Senior community Sparkie Spaeth Hilda Castillo 16. Youth member Bella Bromberg Jack McGinn 17. Environmental Advocate Kate Powers Robert Miller 18. Housing and Social Service Advocate Omar Carrera Sara Matson 19. Homeless Advocate Karen Strolia Paula Doubleday 20. Cultural Resource/ Preservation Advocate Jeff Rhoads Leslie Simons 21. At Large Linda Jackson Samantha Sargent Jed Greene 22. At Large Cecilia Zamora 23. At Large Drew Norton 5 EXHIBIT B STEERING COMMITTEE BYLAWS (separate document) -1- GENERAL PLAN 2040 STEERING COMMITTEE BYLAWS A. ORGANIZATION AND MEMBERSHIP The San Rafael General Plan 2040 Steering Committee (“Committee”) has been created to provide guidance, oversight, and direction in the update of San Rafael’s General Plan. The Committee will be a sounding board for policies, actions, and priorities throughout the planning process. Committee members must either reside in the San Rafael Planning Area or own/operate a business in San Rafael to be eligible to serve. If a member is representing a specific group or organization, a written endorsement from that organization is required. The Committee shall be comprised of 23 “primary” members. Fourteen of the members shall represent the following organizations, with one member from each organization selected: • City Council • Planning Commission • Design Review Board • Parks and Recreation Commission • Citizens Advisory Committee on Economic Development and Affordable Housing • Bicycle and Pedestrian Advisory Committee • Pickleweed Advisory Board • Climate Change Action Plan Committee • Federation of San Rafael Neighborhoods • Chamber of Commerce • East San Rafael Working Group • Point San Pedro Coalition • North San Rafael Representative • Gallinas Creek Watershed Council Six of the members shall serve as advocates for specific topic areas including: • Youth • Seniors • Homelessness • Housing • Environment • Cultural/ Historic Resources Three members shall serve at large. -2- B. ALTERNATES With the exception of the “at large” seats, each “primary” member of the Committee shall have an “alternate” who may serve in the event the member will be absent at a meeting or leaves the Committee prior to the end of the General Plan Update. In the latter instance, the alternate will become the representative and a new alternate may be appointed. In the case of the “at large” seats, one individual shall serve as the “alternate” for all three seats. C. APPOINTMENT The Council shall formally appoint all Committee members through a vote. In the event of a future vacancy, alternates may replace primary members withou t a Council vote. However, the designation of replacement alternates shall require a Council vote. D. LIMITATIONS The Committee shall serve the Planning Commission and City Council in an advisory capacity only. It shall have no authority to take actions that bind the Planning Commission or City Council. Members of the Committee may be dismissed from the Committee by the Council at any time. E. TERMS Members shall serve until General Plan 2040 and its associated CEQA documents are completed and adopted by the San Rafael City Council. However, monthly Committee meetings are expected to conclude upon publication of the Draft Plan, several months prior to adoption. F. REPRESENTATION To the extent possible, members of the Committee who have been appointed to represent a particular organization should represent the perspective of their organizations and associated constituents, rather than their personal viewpoints. Members will be responsible for periodically reporting back to their organizations on the Committee’s discussions. G. ABSENCES A commitment to participate in the process is important for continuity and progress. At the same time, it is recognized that Committee members may have occasional schedule conflicts, illnesses, vacations, and other circumstances that require that they miss a meeting. Members should notify the City’s Project Manager and their designated alternate at least 24 hours prior to meeting time in the event they will be absent and will be noted as “excused” in such instances. In the event a member has three consecutive unexcused absences, or six -3- consecutive excused absences, they may be removed from the Committee and replaced by the alternate at staff’s discretion. H. SUBCOMMITTEES Formal, standing subcommittees of the Steering Committee are not proposed. However, in the event a particular issue or topic requires focused consideration , the Committee may create an ad hoc group comprised of several members and alternates to address the issue. Such groups may meet on an as-needed basis, with no quorum requirement. Under no circumstance may a subcommittee consist of a majority of Committee members. I. QUORUM A quorum of the Steering Committee shall be 11 people. Alternates may be counted toward the quorum requirement only if the primary member is absent and the formally designated alternate is present to serve in their place. J. SELECTION OF OFFICERS The Committee shall have a Chair and Vice Chair, with the selection made by a majority vote at the first meeting1. The Chair shall preside at all meetings and shall represent the Committee before the City Council. In the absence of the Chair at a Committee meeting, the Vice Chair shall assume the duties of the Chair. In the event both the Chair and Vice Chair are absent, the Committee may appoint an acting chair from among the members present. Staff shall act as Secretary and shall take notes of Committee Proceedings. The Committee may elect to rotate the Chair and Vice Chair positions over the course of the project, in order to provide multiple members with the opportunity to serve in that capacity. For continuity, such rotations should be a minimum of six months in duration. K. BROWN ACT COMPLIANCE Meetings shall be subject to the Brown Act, which sets standards for the conduct of public meetings, public access, and noticing requirements. The Brown Act also imposes certain limitations on how and when Committee members may communicate with o ne another. Steering Committee members will be advised of the basic requirements of the Brown Act as part of their orientation, and may be removed from the Committee if they violate the terms of the Act. 1 Staff note: This is what I am proposing. Alternatively, the Council could appoint the Chair and Vice Chair—or the Committee can function without a chair and with staff facilitating entirely. -4- L. FORM 700 Members of the Committee will be required to complete a statement of economic interest (Form 700) as required by the California Fair Political Practices Act.2 The Form should be filed with the City Clerk and is a public record. K. AGENDAS AND SUMMARIES An agenda shall be prepared for each meeting. Agendas and related attachments will be sent electronically to Committee members at least 72 hours prior to the meeting time. Agendas will also be posted to the project website (www.sanrafael2040.org) 72 hours prior to the meeting time. Committee members may suggest items to be included on upcoming meeting agendas. A Meeting Summary will be prepared following each meeting. The Summary will be included as an attachment to the agenda packet for the next month’s meeting. L. VOTING The Committee will strive to reach consensus on policies and proposals. If a consensus cannot be reached, recommendations may be made by a simple majority vote called by the Chair. Alternative perspectives (e.g., minority positions) shall be documented in the Meeting Summary when appropriate. M. CONFLICTS OF INTEREST Members shall recuse themselves from discussion and any voting action in the event of a potential conflict of interest on a topic being addressed by the Committee. N. MEETING TIMES, LOCATION, AND PROTOCOL Regular meetings shall be held on the second Wednesday of each month. Meetings shall start at 6 PM and end no later than 9 PM. End times may be extended by a majority vote of the Committee when meetings are in session. At the discretion of staff, special meetings may be convened at other times, including weekends. Special meetings may include bus tours, field visits, and similar activities that are difficult to convene during evening hours. Meetings shall generally be held in large multi-purpose rooms with sufficient capacity for Committee members and the public. Members of the public are encouraged to attend Committee meetings, but may not participate in Committee discussions unless specifically noted on the Agenda or authorized by the Chair. All meetings shall include dedicated agenda 2 Need opinion from City Attorney and City Clerk on this -5- time for public comment. The Committee Chair has the discretion to limit the time available for each speaker based on the number of speakers present and the length of the agenda. O. MEDIA In the event Committee members speak to the media, they are encouraged to provide accurate, factual information and shall refrain from engaging in speculation, advocacy for a particular position, or speaking on behalf of other Committee members unless authorized by the Committee to do so. Staff will facilitate communication with the media and will assist Committee members in doing so if desired. P. PARTICIPATION OF ALTERNATES IN MEETINGS Alternates are encouraged to attend Committee meetings but are not required to be present. When an alternate and primary member are both present, the alternate shall be seated in the audience and shall not participate in the Committee’s deliberations unless specifically called on to do so by the Chair. Alternates may participate in the public comment period. When the primary member is not present, the alternate shall assume the role of that member in the Committee’s deliberations and be seated with other primary members. Q. BOARD AND COMMISSIONER TERM-OUTS In the event a Committee member representing a City Board or Commission ceases to be a member of that Board or Commission during the course of the General Plan Update, that member may serve on the Committee in a “holdover” capacity for a period not to exceed three months from the end of their Board or Commission term. Following the holdover period, the Committee member shall resign their seat, and the designated alternate shall represent the associated Board or Commission as a full member. A new alternate shall be designated by vote of the City Board or Commission during the holdover period. At its discretion, a Board or Commission may vote to allow a termed out member to continue to represent them on the General Plan Steering Committee for the duration of the project. In such instances, the termed out member shall report back to the Board or Commission at least once every three months to provide an update on the General Plan and relevant issues. R. RELATIONSHIP TO COMMUNITY ENGAGEMENT PROGRAM The Steering Committee is an essential part of the General Plan 2040 Community Engagement Strategy, but it is not the only part. The Committee is part of a broader outreach program that includes community meetings, stakeholder meetings, Board and Commission meetings, direct interviews, and on-line engagement. The City will balance input from the Steering Committee with these other sources to ensure that the process is as fair and inclusive as possible. -6- S. ROLE OF COMMITTEE MEMBERS The City expects Committee members to: • Become familiar with the issues surrounding the General Plan a nd the future of San Rafael • Attend and participate in approximately 20 to 24 Committee meetings • Review agenda packet materials in advance of Committee meetings • Keep the interest of the entire community in mind, even when representing a particular organization or advocacy group • Keep stakeholder groups informed of the progress of the Update program • Serve as ambassadors to the community and encourage participation in the General Plan process by the public, including attendance at community workshops, town hal l meetings, exhibits, and focus group discussions • Work collaboratively and in good faith with fellow committee members, keeping an open mind, being respectful, and listening to other perspectives and viewpoints • Stay focused on the task at hand and refrain from distracting others through side conversations and commentary that is unrelated from the agendized topics • Be succinct in their comments in order to allow others to share their thoughts and opinions • Provide constructive feedback to staff and consultants on process issues and work products throughout the update process • Make recommendations to the Planning Commission and/or City Council on issues at key milestones Staff and consultants will play a supporting role at each meeting and will provide discussion points, presentations, and background material. Staff and consultants will also serve as information resources at each meeting and will help guide and focus the discussion of key issues. NORTH SAN RAFAEL REPRESENTATIVE STAFF REPORT APPROVAL ROUTING SLIP Staff Report Author: Barry Miller Date of Meeting: 12/04/2017 Department: Community Development Topic: San Rafael General Plan 2040 Subject: Appointment of Steering Committee and Adoption of Bylaws 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: 11/20 ☒Mailed ☐Site posted ☐Marin IJ Due Date Responsibility Description Completed Date Initial / Comment DEPARTMENT REVIEW FRIDAY noon 11/17 Director Director approves staff report is ready for ACM, City Attorney & Finance review. 11/17/2017 ☒ CONTENT REVIEW MONDAY morning 11/20 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. 11/19/2017 11/21/2017 11/22/2017 ☒ RW ☒ LG ☒ MM DEPARTMENT REVISIONS WEDNESDAY 11/22 Author Author revises the report based on comments receives and produces a final version (all track changes and comments removed) by Friday at noon. Click here to enter a date. ☒ BM – Comments address and revisions accepted ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY morning 11/27 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. 11/28/2017 11/27/2017 ☒ ☒ LG ☒ MM TUES noon 11/28 City Manager Final review and approval 11/29/2017 ☒ JS