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
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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.
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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
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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
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EXHIBIT B
STEERING COMMITTEE BYLAWS
(separate document)
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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.
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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
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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.
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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
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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.
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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.