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Home My WebLink AboutCC Library Board 2018 Vacancy____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 9-2-3 Council Meeting: 1/16/2018 Disposition: Approved Staff Recommendation Agenda Item No: 5.b Meeting Date: January 16, 2018 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Clerk’s Office Prepared by: Esther Beirne City Clerk City Manager Approval: TOPIC: Board of Library Trustees Vacancy SUBJECT: CALL FOR APPLICATIONS TO FILL ONE UNEXPIRED FOUR-YEAR TERM ON THE BOARD OF LIBRARY TRUSTEES, TO THE END OF APRIL 2021, DUE TO THE RESIGNATION OF CAROL MANASHIL RECOMMENDATION: It is recommended that Council: a) Call for applications to fill one unexpired four-year term on the Board of Library Trustees to the end of April 2021 , due to the resignation of Carol Manashil; b) Set deadline for receipt of applications for Wednesday, February 7, 2018 at 5:00 PM in the City Clerk’s Office, Room 209, City Hall; and b) Set date for interviews of applicants at a Special City Council meeting to be held on a date to be determined. SUMMARY/BACKGROUND: The term of Carol Manashil was set to expire at the end of April, 2021. As per Resolution No. 13681, adopted on February 18, 2014, appointments to the Board of Library Trustees will be limited to two consecutive four-year terms. 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. RECOMMENDED ACTION: Approve staff’s recommendation. ATTACHMENTS: 1. Vacancy notice 2. Application, Excerpt from San Rafael Municipal Code and Ethics training information One Vacancy - City of San Rafael Board of Library Trustees APPLICATIONS to serve on the Board of Library Trustees, City of San Rafael, to fill One Unexpired Four-Year Term to the End of April, 2021, may be obtained at the City Clerk’s Office, City Hall, 1400 Fifth Avenue, Room 209, San Rafael and on the website at: https://www.cityofsanrafael.org/boards-commissions/. The deadline for filing applications is Wednesday, February 7, 2018, at 5:00 p.m. in the City Clerk’s Office. There is no compensation paid to Library Trustees. Members must comply with the City’s ethics training requirement of AB 1234, and reimbursement policy. See attached information. ONLY RESIDENTS OF THE CITY OF SAN RAFAEL MAY APPLY. (Two Four-Year Term Limit) The Board of Library Trustees regularly meets on the second Tuesday of every month at 6:00 p.m. in the Library Meeting Room. Interviews of applicants will be held at a Special City Council meeting on a date to be determined. An excerpt from the San Rafael Municipal Code re: Board of Library Trustees membership, terms of Board members, powers and duties, etc., is also attached. ________________________________ ESTHER C. BEIRNE City Clerk City of San Rafael Dated: January 17, 2018 CITY OF SAN RAFAEL APPLICATION TO SERVE AS MEMBER OF BOARD OF LIBRARY TRUSTEES 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 (optional): ________________________________________________________________ EDUCATION: _____________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ PARTICIPATION IN THE FOLLOWING CIVIC ACTIVITIES: ______________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ MEMBER OF FOLLOWING CIVIC ORGANIZATIONS: ____________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ MY REASONS FOR WANTING TO SERVE ARE: ____________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ DESCRIBE POSSIBLE AREAS OF CONFLICT OF INTEREST: _______________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ DATE: _________________________ SIGNATURE: ______________________________________ Filing Deadline : Mail or deliver to: Date: Wednesday, February 7, 2018 City of San Rafael, City Hall, Dept. of City Clerk Time: 5:00 p.m. 1400 Fifth Avenue, Room 209, San Rafael, CA 94901 * This information will be kept confidential, to the extent permitted b y law SAN RAFAEL CHARTER ARTICLE IX Public Library, Section 1. BOARD OF LIBRARY TRUSTEES. There shall be a board of library trustees to be appointed by the council, the exact number of which shall be set by ordinance or resolution of the council, one of whom may be a councilman. The members of the board shall serve for a term of four years and shall be subject to removal by the affirmative vote of three members of the council. The terms of office of members of the board shall be staggered in the manner provided by resolution of the council. The board of library trustees shall exercise such powers and perform such duties as may be prescribed or conferred in this charter or by the ordinances of the city. (Assembly Concurrent Resolution No. 121, August 20, 1973: Senate Concurrent Resolution No. 46, May 31, 1967.) 2.16.030 Board of library trustees. A board of library trustees is created. (Ord. 889 § 6, 1967) 2.16.031 Trustee membership--Compensation. The board of library trustees shall consist of five members appointed by the city council, one of whom may be a councilman. All members shall serve without compensation. (Ord. 889 § 7 (part), 1967) 2.16.032 Trustee term of office and removal. The members of the board of library trustees shall serve for a term of four years and shall be subject to removal by the affirmative vote of three members of the city council. The terms of office of members of the board of library trustees shall be staggered in the manner provided by resolution of the city council. (Ord. 889 § 7 (part), 1967) 2.16.033 Trustee powers and duties. Subject to the direction and control of the city council, as provided in Section 2.04.030 of this code, the powers and duties of the board of library trustees shall be: To assess and evaluate current and long-range needs of the library; to formulate and adopt policies, rules and regulations with respect to programs and facilities to meet such needs of the community, including recommendations for sites and design of facilities. Such formulations and adoptions shall be made in conjunction with recommendations of the librarian; To review, comment and make recommendations regarding the annual operating budget of the library; To receive, and review periodic reports from the librarian concerning the general operations and functions of the library; To recommend ways to inform the citizens of San Rafael as to the various programs, services, and assistance which the library affords all citizens; To promote intergovernmental cooperation in the development of library services, patronage and usage; To perform such other duties as may be prescribed by the city council. (Ord. 1131 § 3, 1974: Ord. 889 § 7 (part), 1967). 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, self-study, or an on-line class. You may seek reimbursement for taking any authorized ethics class. The city staff member that is assigned to your committee can help you with the reimbursement process. After you have completed the ethics class, the original certificate needs to be given to the City Manager’s Office for record-keeping, with a copy kept for your records. AB 1234 (Salinas). Local Agencies: Compensation and Ethics Chapter 700, Statutes of 2005 This law does the following: • Ethics Training: Members of the Brown Act-covered decision-making bodies must take two hours of ethics training every two years, if they receive compensation or are reimbursed expenses. The training can be in-person, on-line, or self-study. For those in office on 1/1/06, the first round of training must be completed by 1/1/07. • Expense Reimbursement -- Levels: Local agencies which reimburse expenses of members of their legislative bodies must adopt written expense reimbursement policies specifying the circumstances under which expenses may be reimbursed. The policy may specify rates for meals, lodging, travel, and other expenses (or default to the Internal Revenue Service’s (IRS) guidelines). Local agency officials must also take advantage of conference and government rates for transportation and lodging. • Expense Reimbursement -- Processes: Local agencies, which reimburse expenses, must also provide expense reporting forms; when submitted, such forms must document how the expense reporting meets the requirements of the agency’s expense reimbursement policy. Officials attending meetings at agency expense must report briefly back to the legislative body at its next meeting.