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Home My WebLink AboutCC ADA Access Advisory Committee 2018 Vacancy_____________________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 9-2-56 Council Meeting: 2/20/2018 Disposition: Approved staff recommendation Agenda Item No: 5.b Meeting Date: February 20, 2018 TOPIC: ADA ACCESS ADVISORY COMMITTEE VACANCY SUBJECT: CALL FOR APPLICATIONS TO FILL ONE UNEXPIRED FOUR-YEAR TERM ON THE SAN RAFAEL ADA ACCESS ADVISORY COMMITTEE, TO THE END OF OCTOBER 2019 RECOMMENDATION: It is recommended that the City Council: 1. Call for applications to fill one four-year term on the San Rafael ADA Access Advisory Committee, to the end of October 2019; 2. Set deadline for receipt of applications for Wednesday, March 7, 2018 at 5:00 p.m. in the City Clerk’s Office, Room 209, City Hall; and 3. Set date for interviews of applicants at a Special City Council meeting to be held on a date to be determined. BACKGROUND: The ADA Access Advisory Committee is established to review the Cit y's progress in implementing its Settlement Agreement with the Department of Justice (DOJ) regarding Project Civic Access. The Committee serves in an advisory role, assisting the City with creating or modifying procedures, policies, and standards that are necessary to bring San Rafael into compliance with both the Settlement Agreement and the Americans with Disabilities Act (ADA). All members of the ADA Access Advisory Committee must be individuals with a strong interest and enthusiasm for bringing the City of San Rafael into compliance with the DOJ Settlement Agreement and the ADA. The majority of members of the Committee shall be residents of the City who have significant experience in the disability community. SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Clerk Prepared by: Lindsay Lara, Interim City Clerk City Manager Approval: ______________ SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Although nine seats are authorized by the establishing guidelines, we have historically always had eight seats. There has been a recent request to appoint a ninth member to the seat , and in order to coordinate with existing staggered offices, we recommend that this be a partial term expiring in October 2019. Meetings are held on the first Wednesday of March, June, September, and December from 2:00 p.m. to 3:00 p.m. at San Rafael City Hall. In February 2014, the City Council adopted Resolution 13681 limiting ADA Access Advisory Committee members to two consecutive four-year terms. Applications may be submitted online and are also available in hard copy format at the City Clerk’s Office. FISCAL IMPACT: None RECOMMENDED ACTION: Approve staff recommendation. ATTACHMENTS: 1. Vacancy notice 2. Application 3. Excerpt from San Rafael Municipal Code 4. Ethics Training Information One Vacancy ADA Access Advisory Committee Applications to serve on the ADA Access Advisory Committee to fill one unexpired four- year term to the end of October 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 in the C ity Clerk’s Office. Deadline for filing applications: Wednesday, March 7, 2018 at 5:00 p.m. There is no compensation paid to Committee Members. Members must comply with the City’s ethics training requirement of AB 1234, and reimbursement policy. See attach ed information. RESIDENTS OR BUSINESS OWNERS OF THE CITY OF SAN RAFAEL AND PERSONS WITH DISABILITIES MAY APPLY. The ADA Access Advisory Committee meets on the 1st Wednesday of March, June, September & December from 2:00 - 3:00 p.m. in City Hall’s Community Development Conference Room, 3rd Floor. These meetings shall comply with all provisions of the Brown Act. Interviews of applicants will be scheduled to be scheduled on a date to be determined. San Rafael City Council Resolution No. 10318, adopted October 5, 1998, outlines the powers and duties of committee members, etc. __________________ Lindsay Lara Interim City Clerk City of San Rafael Dated: February 21, 2018 CITY OF SAN RAFAEL APPLICATION TO SERVE AS MEMBER OF ADA ACCESS ADVISORY COMMITTEE NAME: _______________________________________________________________________ STREET ADDRESS: ____________________________________________________________ CITY/STATE/ZIP CODE: _________________________________________________________ RESIDENT OF THE CITY OF SAN RAFAEL FOR __________ YEARS PRESENT WORK POSITION: _____________________________________________________ NAME OF FIRM: ________________________________________________________________ BUSINESS ADDRESS: ___________________________________________________________ * HOME & BUSINESS PHONE #’s: __________________________________________________ * E-MAIL ADDRESS (optional): _____________________________________________________ EDUCATION: _______________________________________________________________________________ _______________________________________________________________________________ DESCRIBE YOUR INVOLVEMENT WITH THE DISABLED COMMUNITY IN SAN RAFAEL: _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ DO YOU OFFICIALLY REPRESENT AN ORGANIZATION, AGENCY, OR GROUP WITH SERVICES FOR PEOPLE WITH DISABILITIES? YES __________ NO __________ IF YES, PLEASE INDICATE THE NAME OF THE GROUP AND YOUR POSITION, AND ATTACH A LETTER OF REFERENCE: _______________________________________________________________________________ ________________________________________________________________________________ DO YOU REPRESENT THE BUSINESS COMMUNITY? YES________ NO ________ IF YES, PLEASE INDICATE THE NAME OF THE BUSINESS AND YOUR POSITION: _________________________________________________________________________________ _________________________________________________________________________________ YOUR REASONS FOR WANTING TO SERVE: _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ IF SELECTED TO SERVE, WHAT REASONABLE ACCOMMODATION REQUESTS SHOULD THE COMMITTEE FACILITATOR KNOW, IN ORDER FOR YOU TO FULLY PARTICIPATE? _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ DESCRIBE POSSIBLE AREAS IN WHICH YOU MAY HAVE A CONFLICT OF INTEREST WITH THE CITY: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ SIGNATURE: _______________________________________ DATE: ___________________ FILING DEADLINE: MAIL OR DELIVER TO: Date: Wednesday, March 7, 2018 City of San Rafael Time: 5:00 p.m. City Hall, Dept. of City Clerk 1400 Fifth Avenue, Room 209 P.O. Box 151560 San Rafael, CA 94915-1560 *Information kept confidential to the extent permitted by law ADA ACCESS ADVISORY COMMITTEE PURPOSE The ADA Access Advisory Committee is established to review the City’s progress in implementing its Settlement Agreement with the Department of Justice regarding Project Civic Access. The Committee shall serve an advisory role in assisting the City with creating or modifying procedures, policies, and standards that are necessary to bring San Rafael into compliance with both the Settlement Agreement and the ADA. Currently, the City is required under numerous Federal and State laws to enforce and comply with all aspects of the Americans with Disabilities Act. In order to keep the purpose of this Committee clearly defined, it is equally important to define Committee limitations. The ADA Access Advisory Committee is not involved in: 1. ADA compliance related to private development applications, approvals or enforcement. This responsibility is carried out by the Community Development Department. 2. Grievances under the ADA directed toward the City. Anyone who wishes to file a complaint alleging discrimination on the basis of disability in the provision of services, activities, programs, or benefits by the City of San Rafael shall fall under the provisions of the City's grievance procedure. 3. Project review and approval. Existing Boards or Commissions (such as the Design Review Board or Planning Commission) that are established for public or private project review and approval, which includes full ADA compliance, shall remain with those Boards and Commissions. 4. City bids, contracts and agreements. The City has full responsibility to ensure that all approved bids, contracts and agreements are in full compliance under the ADA. QUALIFICATIONS All members of the ADA Access Advisory Committee must be individuals with a strong interest and enthusiasm for bringing the Cit y of San Rafael into compliance with the DOJ Settlement Agreement and the ADA. The Advisory Committee shall consist of nine (9) members. The majority of members of the Committee shall be residents of the City who have significant experience in the disability community. At least five (5) members shall be both residents of San Rafael and persons with disabilities. Some members of advocacy groups or social service providers may also be appointed, but no more than three organizations will serve on the Committee. Also, one member of the Committee shall represent the San Rafael business community interest. Committee members will be appointed by the City Council. TIME COMMITMENT The Advisory Committee shall meet at least quarterly per annum. Additional meetings may be scheduled in order to address issues in the DOJ Settlement Agreement. The meetings shall comply with all provisions of the Brown Act. Review of documents and materials may be required prior to scheduled meetings. TERMS OF COMMITTEE MEMBERS Members may serve for two consecutive four-year terms, as per Resolution No. 13681, adopted February 18, 2014 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. • 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: Lindsay Lara Date of Meeting: 02/20/2018 Department: City Clerk Topic: ADA Access Advisory Committee Vacancy Subject: CALL FOR APPLICATIONS TO FILL ONE UNEXPIRED FOUR-YEAR TERM ON THE SAN RAFAEL ADA ACCESS ADVISORY COMMITTEE, TO THE END OF OCTOBER 2019 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 Director Director approves staff report is ready for ACM, City Attorney & Finance review. 2/6/2018 ☒ CONTENT REVIEW MONDAY morning 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. 2/6/2018 Click here to enter a date. ☒ DS ☐ ☐ DEPARTMENT REVISIONS WEDNESDAY noon 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. ☐ ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY morning Assistant City Manager City Attorney ACM, City Attorney & Finance will check to see their comments were adequately addressed and Click here to enter a date. Click here to ☐ ☐ Finance sign-off for the City Manager to conduct the final review. enter a date. Click here to enter a date. ☐ TUES noon City Manager Final review and approval Click here to enter a date. ☐