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HomeMy WebLinkAboutCC Resolution 14426 (General Plan 2040 Steering Committee) 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.