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HomeMy WebLinkAboutCM Stipend Compensation Program for Boards, Commissions and Committees; And City Council Compensation____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: June 17, 2024 Disposition: Resolution 15314 x Introduced the Ordinance, waived further reading of the Ordinance, and referred to it by title only Agenda Item No: 7.b Meeting Date: June 17, 2024 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Manager’s Office Prepared by: Angela Robinson Piñon, Assistant City Manager City Manager Approval: ______________ TOPIC: STIPEND COMPENSATION PROGRAM FOR BOARDS, COMMISSIONS AND COMMITTEES; AND CITY COUNCIL COMPENSATION SUBJECT: ADOPT RESOLUTION AMENDING BYLAWS FOR BOARDS, COMMISSIONS AND COMMITTEES TO INCLUDE STIPENDS AND INTRODUCE AN ORDINANCE ADJUSTING THE COMPENSATION FOR THE MAYOR AND CITY COUNCIL RECOMMENDATION: 1.Adopt the Resolution amending Bylaws for Boards, Commissions and Committees to include stipends; and 2.Introduce the Ordinance, waive further reading, and refer to it by title only. BACKGROUND: Stipend Program for Boards, Commissions and Committees The City relies heavily on the dedication and commitment of volunteers who serve on various boards, commissions, and committees (BCCs). These volunteers play a crucial role in shaping public policy, advising city elected officials, and contributing to the overall well-being of the community. Participation in a BCC generally requires a significant time commitment before and during meetings. Lost wages and/or added childcare expenses may be a barrier to some residents who may be interested in serving their community on a BCC. Therefore, staff recommend implementing a stipend program to reduce the potential economic impact on residents serving on a BCC. The availability of stipends may also help encourage residents at all income levels to participate. This program aligns with the City’s Diversity Equity Inclusion and Belonging (DEIB) goals and objectives for fiscal years 2023-25. The purpose of this stipend is to: 1.Enhance diversity on BCCs, and 2.Promote recruitment and retention of diverse community members, and 3.Reduce barriers for working class, BIPOC, single parent community members, and members of the protected classes SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Staff researched practices from other municipalities in California that offer stipends to their volunteer BCC members. There is no one-size-fits-all approach to providing stipends, and cities approach stipend programs in various ways, as demonstrated below. Table 1: Stipend Program Summary Agency Stipend Amount County of Marin $50 per meeting City of San Jose $200 per month City of Concord Planning Commission - $50 per meeting City of Carson Planning Commission - $50 per meeting Advisory BCCs - $35 per meeting City of San Marcos Varies by BCC per meeting: Park & Rec Commission: Chair $60 / Commissioners $30 Planning Commission: Chair $100 / Commissioners $50 Traffic Commission: Chair $60 / Commissioners $30 Youth Commission: Chair $30 / Commissioner $15 City of Los Angeles $50 per meeting City of La Canada Flintridge $50 per meeting Mayor and City Council Compensation Ordinance City Charter: Article VI, Section 9 of the City Charter states, “Compensation of the mayor and councilmen shall be as permitted by general law and shall be set by ordinance.” The City of San Rafael differs from other cities and towns in Marin because San Rafael is a charter city, and the Mayor and Councilmembers are officially employees of the City of San Rafael, which is why they are eligible for health and pension benefits. As a note, staff are working on rewriting the San Rafael City Charter to amend all gendered language to gender neutral language. We do not condone the exclusively masculine language currently written in the Charter, which does not represent the accurate gender of the City’s three female councilmembers and female Mayor. Ordinance Number 1589: On April 16, 1990, the City Council adopted Ordinance No. 1589 which adjusted the compensation of the Mayor and City Council to amounts that were permitted at that time under California Government Code Section 36516(a). The compensation of the Mayor and City Council have not been increased since that time and remains at $702 per month and $468 per month respectively. Senate Bill 329 (Dodd): On June 29, 2023, the Governor approved Senate Bill No. 329 (Dodd) (“SB 329”) which allows a city council to set by ordinance their salaries up to a maximum amount, based upon the population of the city. SB 329 amends Section 36516 of the Government code to read, in part: 36516. (a)(1) A city council may enact an ordinance providing that each member of the city council shall receive a salary based on the population of the city as set forth in paragraph (2). (2) The salaries approved by ordinance under paragraph (1) shall be as follows: (A) In cities up to and including 35,000 in population, up to and including nine hundred fifty dollars ($950) per month. (B) In cities over 35,000 up to and including 50,000 in population, up to and including one thousand two hundred seventy-five dollars ($1,275) per month. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 (C) In cities over 50,000 up to and including 75,000 in population, up to and including one thousand six hundred dollars ($1,600) per month. (D) In cities over 75,000 up to and including 150,000 in population, up to and including one thousand nine hundred dollars ($1,900) per month. (E) In cities over 150,000 up to and including 250,000 in population, up to and including two thousand five hundred fifty dollars ($2,550) per month. (F) In cities over 250,000 population, up to and including three thousand two hundred dollars ($3,200) per month. (3) For the purposes of this subdivision, the population of a city shall be determined by the last preceding federal census, or a subsequent census, or estimate validated by the Department of Finance. The City of San Rafael’s Charter requires that the City Council set its compensation by ordinance as allowed by general state law. An elected mayor may be provided compensation in addition to which they receive as a councilmember. The reason for this is that mayors have additional roles and responsibilities which their compensation level should reflect. That additional compensation may be provided by city council ordinance (Government Code section 36516.1). Any salary increase may take effect only when at least one member of the city council commences a new term. (Government Code Section 36516.5.) However, additional compensation for an elected mayor may take effect during the mayor’s current term. (89 Ops Cal Atty Gen 159 (2006).) It is the staff’s recommendation that all changes in compensation, including that of the mayor, take effect during the next council term, following the November 2024 election, on December 1, 2024. This proposed change aligns with the City’s Diversity, Equity, Inclusion, and Belonging (DEIB) goals and objectives for fiscal years 2023-25 which include lifting up marginalized communities by reducing economic barriers for participating in local government. These increases also reflect the goals of SB 329. In articles about the bill, Senator Dodd said the following, "By allowing councils to adjust their maximum pay to reflect inflation, my bill will remove barriers to achieving more equitable representation in local government." The California Chapter of the NAACP also supported the bill. Compensation may be a barrier to some residents who may want to serve as councilmember or mayor. Therefore, the staff recommends increasing compensation to reduce the potential economic impact on residents serving on the City Council, and to broaden participation. ANALYSIS: Stipend Program for Boards, Commissions and Committees With the recent recruitment for the newly established Police Advisory and Accountability Committee, it was announced there would be a $50 per meeting stipend provided to members who were appointed. Staff researched a stipend program for BCCs, and the San Rafael Municipal Code grants the City Council the authority to provide compensation to BCCs by resolution, except for the Park and Recreation Commission. San Rafael Charter Section 52, Park Commission, prohibits Park Commissioners from being compensated, and this cannot be changed without holding a special election and receiving approval from the electorate to amend the Charter. Staff recommends making the stipend available to all BCCs, with the exception of the Park and Recreation Commission at this time. However, as part of the comprehensive update to the City Charter, staff recommend amending the City Charter to allow members of the Parks and Recreation Commission to receive a stipend. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4 Staff recommends approving a stipend program of $50 per month to all BCC members. If approved, the stipend would be available for members who opt-in to the program. If all BCC Members were to opt-in to the program, the total annual cost would be approximately $30,000. Members who opt-in to receive the stipend would be required to complete state-mandated ethics training, under Assembly Bill (AB) 1234 every two years. This may deter members of BCCs from applying to the stipend program, and while staff intends to remove barriers to service, we realize this may be a deterrent for some members to opt-in to the program. Stipend Program Implementation The City Clerk’s office would manage the Stipend Program and send applications to all BCCs, to be renewed annually. Members interested in applying for the Stipend Program will need to submit an online application and indicate which months they are eligible to receive stipends for their BCC. The City Clerk’s office will send the Request for Stipend Payment form to BCC members at least semi-annually. The staff liaison to the BCC will submit payment requests to the Finance Department for processing and payments will be made to BCC members at least twice per year. Any member of the BCCs who opts-in to the Stipend Program would be required to submit information to the Finance Department to register as a vendor to receive their stipend. In addition, they would be required to complete ethics training (as required under AB 1234) through the Fair Political Practices Commission every two years. Mayor and City Council Compensation Ordinance Senate Bill 329 Senate Bill 329 (Dodd) is recently enacted law and authorizes a city council to pass an ordinance to provide each member of the city council with a salary based upon the population of the city, as specified. SB 329 increased the maximum amount of salary, based upon the population of the city that may be approved by an ordinance passed by the City Council. The increases authorized by SB 329 are designed to address recent inflationary increases and economic realities, “enable city councilmembers to balance their careers and personal obligations with the calling to serve their community,” and “also make it easier for members of marginalized communities to serve.” San Rafael Comparable Jurisdictions As part of its analysis, staff looked at the compensation of mayors and city councilmembers in those jurisdictions considered “comparable” as defined in the labor agreements for the non-safety bargaining groups. The analysis is summarized in Table 2 and Table 3 on the following pages; however, it was determined that the “market” average for city councilmembers was $1,516 per month and $2,357 per month for mayors. This section intentionally left blank. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5 Table 2: Analysis of Councilmember Compensation in San Rafael and Comparable Agencies Agency Population Maximum Base Salary Health Insurance Contribution Other Health Benefits Total Comp (no retirement info included) City of San Rafael 61,271 $468 $1,913 $171 $2,552 City of Alameda 78,280 $1,582 $2,689 $132 $4,653 City of Fairfield 119,881 $1,300 $1,942 $127 $3,565 City of Hayward 162,954 $3,609 $2,392 $120 $6,121 City of Napa 79,246 $1,435 $1,937 $149 $4,296 City of Novato 53,225 $400 $2,656 $48 $3,271 City of San Leandro 91,008 $1,323 $2,458 $159 $3,940 City of Santa Rosa 178,127 $1,480 $2,232 $186 $3,898 City of South San Francisco 66,105 $1,000 $3,814 $202 $5,016 Labor Market Mean for Base Salary $1,516 Labor Market Mean for Total Comp $4,345 % San Rafael needs to add/subtract to equal labor market -223.96% % San Rafael needs to add/subtract to equal labor market -70.27% To adjust the base wage by 223.96%, salary is: $1,516/month This section intentionally left blank. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 6 Table 3: Analysis of Mayor Compensation in San Rafael and Comparable Agencies Agency Population (2020 Census) Maximum Base Salary Health Insurance Contribution Other Health Benefits Total Comp (no retirement info included) City of San Rafael 61,271 $702 $1,913 $171 $2,786 City of Alameda 78,280 $2,409 $2,689 $132 $5,480 City of Fairfield 119,881 $1,560 $1,942 $127 $3,984 City of Hayward 162,954 $5,774 $2,392 $123 $8,289 City of napa 79,246 $2,870 $1,937 $149 $5,731 City of Novato 53,225 $400 $2,656 $48 $3,271 City of San Leandro 91,008 $2646 $2,458 $159 $5,641 City of Santa Rosa 178,127 $2,200 $2,232 $186 $4,618 City of South San Francisco 66,105 $1,000 $3,814 $202 $5,016 Labor Market Mean for Base Salary $2,357 Labor Market Mean for Total Comp $5,254 % San Rafael needs to add/subtract to equal labor market -235.81% % San Rafael needs to add/subtract to equal labor market -88.59% To adjust base wage by 235.81%, salary is: $2,357/month An Ordinance has been prepared for introduction establishing an increase to City Councilmember compensation to $1,516 per month and Mayor compensation to $2,357 per month. This is an increase of $1,048 per month over the current monthly Council compensation of $468 per month and an increase of $1,655 per month over the current monthly salary for the Mayor, which are the amounts necessary to bring compensation up to the labor market average. Thereafter, the salaries could be adjusted by ordinance of the City Council in amounts not to exceed those amounts allowed by general state law. The Mayor or City Council members may waive their health and/or retirement benefits. Membership in the Marin County Employee’s Retirement Association (MCERA) is optional for elected officials. As a result, a councilmember waiving both retirement and health benefits would only receive the base wage of $1,516 per month. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 7 The proposed health insurance contribution increases to the cafeteria benefit plan are consistent with those being offered to all City of San Rafael employees in their successor collective bargaining agreements. The salary increases in the ordinance would become effective the first pay period after one or more members of the City Council or the Mayor begins a new term of office, which would be December 1st, 2024, following the November election. Under this ordinance, the monthly health benefit allowance effective December 2024 would be: For elected official only: $ 950 For elected official and one dependent: $1,900 For elected official and two or more dependents: $2,400 The monthly health benefit allowance can be waived by the mayor and/or a councilmember if they choose. FISCAL IMPACT: Stipend Program for Boards, Commissions and Committees If 100% of BCC members opted-in, the cost to run the program would cost approximately $30,000 per year. Funding for the fiscal year 2024-25 is included as part of the proposed annual budget. The cost for the base wage adjustment is $70,170, and the cost for the increase in health insurance contributions would depend on the number of councilmembers who enrolls in medical benefits and the level of coverage received. The increased monthly and annual costs, by coverage level, is summarized in Table 4. Table 4: Cafeteria Plan Benefits by Coverage Level Health Tier Current Benefit Benefit Effective Dec 2024 Monthly Increase Annual Increase Employee Only $ 735.86 $ 950.00 $ 214.14 $ 2,569.66 Employee +1 dependent $ 1,471.71 $ 1,900.00 $ 428.29 $ 5,139.45 Employee + Family $ 1,913.24 $ 2,400.00 $ 486.76 $ 5,841.15 OPTIONS: The City Council has the following options to consider in this matter: • Introduce the ordinance and adopt the resolution. • Introduce the ordinance and adopt the resolution with modifications. • Direct staff to return with more information. • Take no action. RECOMMENDED ACTION: 1. Adopt the Resolution amending Bylaws for Boards, Commissions and Committees to include stipends; and 2. Introduce the Ordinance, waive further reading, and refer to it by title only. ATTACHMENTS: 1. Ordinance SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 8 2. Resolution 1 ORDINANCE NO. 2038 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO ADJUST THE COMPENSATION FOR THE MAYOR AND CITY COUNCIL THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES ORDAIN AS FOLLOWS: DIVISION 1. FINDINGS. WHEREAS, pursuant to Article VI, Section 9 of the City of San Rafael Charter, Council compensation may be adjusted by ordinance in an amount not to exceed that allowed for by general state law. The last salary adjustment was adopted in April 1990. WHEREAS, on June 29, 2023, the Governor approved Senate Bill No. 329 (Dodd) (“SB 329”), amending Government Code Section 36516, which permits a city council to set by ordinance their salaries up to a maximum amount, based upon the population of the city. The increases authorized by SB 329 are designed to address recent inflationary increases and economic realities, “enable city councilmembers to balance their careers and personal obligations with the calling to serve their community,” and “also make it easier for members of marginalized communities to serve.” WHEREAS, in articles about the bill Senator Dodd said the following, "By allowing councils to adjust their maximum pay to reflect inflation, my bill will remove barriers to achieving more equitable representation in local government." The California Chapter of the NAACP also supported the bill. WHEREAS, in accordance with Government Code Section 36516.1, and elected mayor may be provided compensation in addition to which they receive as a council member and that additional compensation may be provided by city council ordinance. WHEREAS, in accordance with Government Code Section 36516.5, a change in compensation does not apply to a council member during the council member's term of office, but may take effect for all members of a council serving staggered terms whenever one or more members of the city council begins a new term of office. Additional compensation for an elected mayor may take effect during the mayor’s current term. WHEREAS, as part of its analysis, staff also looked at the compensation of mayors and city councilmembers in those jurisdictions considered “comparable” as defined in the labor agreements for the non-safety bargaining groups. It was determined that the “market” average for city council members was $1,516 per month and $2,357 per month for mayors. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES ORDAIN AS FOLLOWS: DIVISION 2. ADJUSTMENT TO COMPENSATION. 1. The salary for each Councilmember shall be increased from $468 to $1,516 per month. This salary increase shall become effective the first pay period after one or more members of the City Council begins a new term of office. 2 2. The compensation of the Mayor shall increase from $702 per month to $2,357 per month. This salary increase shall become effective the first pay period after one or more members of the City Council begins a new term of office. 3. The City shall continue to offer a full flex cafeteria program for Councilmembers and the Mayor. This compensation shall be paid in the same manner as paid to other officers and employees of the City of San Rafael. 4. Thereafter, the salaries shall be adjusted by ordinance of the City Council in amounts not to exceed that allowed by general state law. DIVISION 3. CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA). The City Council finds that adoption of this Ordinance is exempt from the California Environmental Quality Act ("CEQA") pursuant to section 15061(b)(3) of the State CEQA Guidelines because it can be seen with certainty that there is no possibility that the adoption of this Ordinance or its implementation would have a significant effect on the environment (14 Cal. Code Regs. Section 15061(b)(3)). DIVISION 4. SEVERABILITY. If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this Ordi- nance. The Council hereby declares that it would have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid. DIVISION 5. EFFECTIVE DATE; PUBLICATION. A summary of this Ordinance shall be published and a certified copy of the full text of this Ordinance shall be posted in the office of the City Clerk at least five (5) days prior to the Council meeting at which it is adopted. This Ordinance shall be in full force and effect thirty (30) days after its final passage, and the summary of this Ordinance shall be published within fifteen (15) days after the adoption, together with the names of those Councilmembers voting for or against same, in the Marin Independent Journal, a newspaper of general circulation published and circulated in the City of San Rafael, Marin County, State of California. Within fifteen (15) days after adoption, the City Clerk shall also post in the office of the City Clerk a certified copy of the full text of this Ordinance, along with the names of those Councilmembers voting for or against the Ordinance. THE FOREGOING ORDINANCE was first read and introduced at a regular meeting of the San Rafael City Council on the 17th day of June 2024, and was passed and adopted at a regular meeting of the San Rafael City Council on the 15th of July 2024 by the following vote, to wit: 3 AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: KATE COLIN, Mayor ATTEST: LINDSAY LARA, City Clerk RESOLUTION NO. 15314 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AMENDING BYLAWS FOR ALL BOARDS, COMMISSIONS AND COMMITTEES TO INCLUDE A $50.00 PER MONTH STIPEND ON AN OPT-IN BASIS WHEREAS, the City Council wishes to establish stipends for the Boards, Commissions and Committees at $50 per month, with the exception of the Park and Recreation Commission; and WHEREAS, the bylaws in Exhibit A attached hereto are recommended by staff and include an amended clause to the Compensation section to allow for stipends; and NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby adopts the amended Bylaws as set forth in Exhibit A. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 17th day of June 2024, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Hill & Mayor Kate NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Kertz & Llorens Gulati _______ LINDSAY LARA, City Clerk EXHIBIT A: BYLAWS FOR 1. ADA ACCESS ADVISORY COMMITTEE 2. BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE 3. BOARD OF LIBRARY TRUSTEES 4. DESIGN REVIEW BOARD 5. FIRE COMMISSION 6. PICKLEWEED ADVISORY COMMITTEE 7. PLANNING COMMISSION 8. POLICE ADVISORY AND ACCOUNTABILITY COMMITTEE 9. PUBLIC ART REVIEW BOARD 10. VOTER APPROVED TAX OVERSIGHT COMMITTEE ADA Access Advisory Committee Bylaws March 20, 2023 1 AMERICANS WITH DISABILITIES ACT ACCESS ADVISORY COMMITTEE BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Americans with Disabilities Act Access Advisory Committee, hereinafter referred to as the "ADA Access Advisory Committee," or the “Committee.” Section 1.2. Purpose. The ADA Access Advisory Committee provides valuable input in determining disability policy for the City of San Rafael. The ADA Access Advisory Committee provides input, advises the City on matters relating to people with disabilities, and is a primary public networking resource between persons with disabilities, disability service agencies, representatives from government agencies, and others. Members of the Committee represent a broad cross-section of members of the community with disabilities, reflecting multiple disabilities, and the cultural and gender diversity of the wider disability community. The ADA Access Advisory Committee works in conjunction with the City of San Rafael. Section 1.3. Committee Responsibility. The ADA Access Advisory Committee’s authority is advisory only. The ADA Access Advisory Committee has no power to act on behalf of the City of San Rafael or any other entity. The ADA Access Advisory Committee’s responsibilities shall be in accord with these Bylaws, as amended from time- to-time by the City Council. The ADA Access Advisory Committee may: 1. Act as a liaison between the City and the disabled community living and doing business in the City of San Rafael; 2. Assist the City with ADA projects including, but not limited to the: Self Evaluation, Transition Plan, publicity, website content, training, and emergency planning for persons with disabilities; 3. Solicit public input on city-related ADA projects and programs and provide a public forum for individuals with disabilities and groups representing people with disabilities; 4. Facilitate community awareness and advocacy by identifying and articulating common concerns; 5. Advise and educate members of the disability community, City staff, and the public about disability rights and accessibility issues; 6. Provide input to the City for the removal of physical barriers in City facilities, on City property, and the public rights-of-way based upon identified needs and ADA Access Advisory Committee Bylaws March 20, 2023 2 budget; 7. Work to improve accessibility for persons with disabilities throughout the community; 8. Promote emerging state and national disability issues relevant to the City; 9. Provide input for prioritizing barrier removal projects that are funded in the Capital Improvement Plan. The Director of Public Works shall have the final decision over the approval and authorization of projects; 10. Provide input on Disabled Access Hardship Applications submitted to the Building Division on permitted projects. The Chief Building Official shall have the final decision over the Disabled Access Hardship Application. The ADA Access Advisory Committee is not involved in: 1. ADA compliance related to private development applications, approvals, or enforcement other than Disabled Access Hardship Applications as described above. 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. Section 1.4. Brown Act. All meetings of the ADA Access Advisory Committee shall be open and public, and all persons shall be permitted to attend any meeting of the ADA Access Advisory Committee, except as otherwise provided in the Ralph M. Brown Act. (Government Code Sections 54950 et seq.) Meetings will be accessible to all, with accommodations for accessibility issues made upon request. Any person who disrupts the meeting may be asked to leave and be removed. ARTICLE II. MEMBERSHIP ADA Access Advisory Committee Bylaws March 20, 2023 3 Section 2.1. Number of Members. The ADA Access Advisory Committee shall consist of five (5) voting members and one (1) non-voting City staff member who will act as the Committee Chairperson. The City Council has the authority to appoint alternates as needed. The City staff member will typically be the City’s ADA Coordinator, but in all instances shall be the person appointed by the City Manager. Section 2.2. Eligibility. The five (5) voting ADA Committee members and any alternate shall consist of the following, each having the same duties and responsibilities: 1.Persons who are, or family members of, City of San Rafael residents with disabilities; and/or 2.Individuals residing in the City of San Rafael serving persons with disabilities in Marin County; and/or 3.Property owners, business owners, or individuals residing in the City of San Rafael with expertise and/or affiliations with private or public organizations concerned with issues of accessibility and/or other issues of concern to persons with disabilities; and/or 4.One member of the Committee may represent the San Rafael business community interest. Membership on the Committee shall not be limited based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age or sexual orientation. An effort will be made to ensure that the membership is balanced and diverse based on the eligibilities above. Section 2.3. Appointment of Committee Members. Voting Committee members and any alternate member shall be appointed by the City Council. Appointments shall be published on the website for the City of San Rafael and as otherwise determined by the City Clerk. The City Manager shall appoint the non-voting City staff member. Section 2.4. Terms of Appointment. Each Committee member shall serve a term of four (4) years but not more than two terms. An effort will be made to ensure that the terms are staggered, and not all of the appointments expire in the same year. Section 2.5. Term Limits. Committee members shall be limited to two (2) consecutive four-year terms. Additional terms may be served if there is a break between terms. Section 2.6. Absence and Removal. An unexcused absence from two (2) consecutive Committee meetings without notification to the Chairperson shall be considered a voluntary resignation from the Commission. Previously dismissed Commissioners may be eligible for reappointment to the Commission. Commissioners shall be subject to removal by the affirmative vote of three members of the City Council. ADA Access Advisory Committee Bylaws June 17, 2024 4 Section 2.7. Compensation. Committee Members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. Section 2.8. Duties of the Chairperson. The Chairperson shall preside over all ADA Access Advisory Committee meetings and shall be responsible for preparing agendas, meeting minutes, and maintaining records of documents submitted to the Committee for consideration at the meeting. If the Chairperson is unable to attend a regularly scheduled meeting, the regularly scheduled meeting shall be cancelled and resumed at the next regularly scheduled meeting. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. The Commission shall meet quarterly, unless there is no business to conduct, and shall be scheduled annually. The schedule for the upcoming year will be set by December of the previous year. Bicycle and Pedestrian Advisory Committee Bylaws Page 1 of 3 BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Bicycle and Pedestrian Advisory Committee, hereinafter referred to as the "BPAC," or the “Committee.” Section 1.2. Purpose. The purpose of the Bicycle and Pedestrian Advisory Committee is to promote bicycling and walking as viable means of transportation throughout San Rafael, to provide conceptual input on public bicycle and pedestrian infrastructure projects, and to support the implementation of the City's Bicycle and Pedestrian Master Plan. Section 1.3. Committee Responsibility. The Committee’s authority is advisory only. The Bicycle and Pedestrian Advisory Committee has no power to act on behalf of the City of San Rafael or any other entity. The Bicycle and Pedestrian Advisory Committee’s responsibilities shall be in accord with these Bylaws, as amended from time-to-time by the City Council. The Bicycle and Pedestrian Advisory Committee’s advisory and review function on matters related to bicycling and walking include, but are not limited to: 1.Implementation of the Bicycle and Pedestrian Master Plan and other adopted plans Participating in the development, review, and implementation of comprehensive bicycle/pedestrian goals, objectives and policies in the Bicycle and Pedestrian Master Plan, and/or other City adopted community plans and area specific plans. 2.Existing Conditions Reviewing and commenting on the functional classification and physical condition of existing pedestrian routes, bicycle paths, bicycle lanes, protected bikeways, and bicycle routes (Caltrans Class I, II, III & IV facilities, respectively) within the City. 3.Review of Major Development and Infrastructure Projects Reviewing development and infrastructure projects that fall within the City's jurisdiction insofar as they relate to bicycling and walking at their planning and design stages for accommodation of cyclists' and pedestrians' needs. Members of BPAC will serve as liaisons to City departments, commissions, and committees related to bicycle and pedestrian issues and will report back to BPAC. 4.Project Development and Funding Page 2 of 3 Making recommendations on capital improvements to increase use and safety of bicycle/pedestrian facilities; and providing recommendations to staff on the prioritization of bicycle/pedestrian projects for funding under Capital Improvements Programs or other district, county, state or federal bicycle and pedestrian grant programs. 5.Educational Efforts Participating in the City's efforts to promote bicycling and walking as viable forms of urban transportation and recreation. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Committee shall consist of a total of five (5) regular members. The Committee shall have one alternate member who may vote in the absence of any voting member. Section 2.2. Eligibility. The Committee shall be composed of five (5) regular voting members. Requirements for eligibility: Shall either reside or work in city limits. Membership on the Committee shall not be limited based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age or sexual orientation. An effort will be made to ensure that the membership is balanced and diverse based on the eligibilities above. Section 2.3. Term Limits. Members of the Committee shall be limited to two (2) consecutive four-year terms. Additional terms may be served if there is a break between terms. Section 2.4. Absence and Removal. An unexcused absence from two (2) consecutive Committee meetings without notification to the Chairperson will constitute an immediate vacancy and shall be considered a voluntary resignation from the Committee. Previously dismissed Committee members may be eligible for reappointment. Section 2.5. Compensation. Committee Members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. The Committee shall meet at least every other month, on a consistent day of the month, Bicycle and Pedestrian Advisory Committee Bylaws Revised June 17, 2024 Page 3 of 3 and shall be scheduled annually. The schedule for the upcoming year will be set by December of the previous year. Board of Library Trustees Bylaws Page 1 of 2 BOARD OF LIBRARY TRUSTEES BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Board of Library Trustees, hereinafter referred to as the "Library Board," or the “Board.” Section 1.2. Purpose. The purpose of the Board is to support the Library Director, support the Library Foundation in its quest for a new library, serve as advocates for the Library to the City Council, and help increase the visibility of the Library in the community. Section 1.3. Board Responsibility. The Library Board’s responsibilities shall be in accord with these Bylaws, as amended from time-to-time by the City Council. The Library Board’s authority is advisory only. The Library Board has no power to act on behalf of the City of San Rafael or any other entity. Subject to the direction and control of the city council, as provided in Section 2.04.030 of the San Rafael Municipal Code, the powers and duties of the Board of Library Trustees shall be: 1.To assess and evaluate current and long-range needs of the library; 2.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; 3.To receive, and review periodic reports from the librarian concerning the general operations and functions of the library; 4.To recommend ways to inform the San Rafael community as to the various programs, services, and assistance which the library affords all patrons; 5.To promote intergovernmental cooperation in the development of library services, patronage and usage; 6.To perform such other duties as may be prescribed by the city council. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Library Board shall consist of five (5) voting members. The City Council has the authority to appoint alternates as needed. Section 2.2. Eligibility. Board members shall be residents of the city of San Rafael. Section 2.3. Appointment of Board Members. Members shall be appointed by the City Board of Library Trustees Bylaws Revised June 17, 2024 Page 2 of 2 Council. Appointments shall be published on the website for the City of San Rafael in accordance with Government Code Section 54973, as amended from time to time. Section 2.4. Terms of Appointment. Each Board member shall serve a minimum term of four (4) years. An effort will be made to ensure that the terms are staggered, and not all of the appointments expire in the same year. Section 2.5. Term Limits. Members of the Board shall be limited to two (2) consecutive four-year terms. Additional terms may be served if there is a break between terms. Section 2.6. Absence and Removal. An unexcused absence from two (2) consecutive Board meetings without notification to the Staff Liaison shall be considered a voluntary resignation from the Board. Previously dismissed Board members may be eligible for reappointment to the Board. The members of the Board shall be subject to removal by the affirmative vote of three members of the city council. Section 2.7. Compensation. Board members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. The Board shall meet once per month, unless there is no business to conduct, and shall be scheduled annually. The schedule for the upcoming year will be set by December of the previous year. Design Review Board Bylaws Page 1 of 2 DESIGN REVIEW BOARD BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Design Review Board, hereinafter referred to as the “Board.” Section 1.2. Purpose. The Board shall serve as an advisory body to the city for the purpose of reviewing and formulating recommendations on all major physical improvements requiring environmental and design review permits, except that an alternate streamlined review process may be allowed for certain eligible projects by ordinance or resolution of the city council. The Board may also serve as an advisory body on other design matters, including minor physical improvements or administrative design permits, referred to the board by the community development director, planning commission or city council. The Board shall provide professional design analysis, evaluation and judgment as to the completeness, competence and appropriateness of development proposals for the use and setting and to recommend approval, approval with conditions, redesign or denial based on design standards adopted by the city council. Section 1.3. Board Responsibility. The Board’s responsibilities shall be in accord with these Bylaws, as amended from time-to-time by the City Council. The Board’s authority is advisory only. The Board has no power to act on behalf of the City of San Rafael or any other entity. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Board shall consist of a total of five (5) regular members and may include one alternate member appointed by the city council. The design review board members shall be qualified as follows: 1.At least two (2) members shall be licensed architects or licensed building designers; 2.At least one member shall be a licensed landscape architect; 3.At least one of the five (5) members shall have background or experience in urban design; 4.The alternate member may have qualifications in any of the above fields of expertise; and 5.In addition to the five (5) council-appointed Board members and one alternate member, one planning commissioner shall attend Board meetings. This liaison planning commissioner shall be appointed by the commission chairperson. An additional commissioner shall be appointed to serve as an "alternate liaison" in case of absence. The planning commission liaison should be present at all design review board meetings to offer advice and direction to the board on matters of commission concern. Alternate Member. The alternate member may temporarily fill a vacancy created when a regular member: (1) leaves office prior to completion of the member's term; (2) cannot Design Review Board Bylaws Revised June 17, 2024 Page 2 of 2 attend a meeting; or (3) cannot participate on a particular matter due to a conflict of interest. Section 2.2. Eligibility. Board members shall be residents of the city of San Rafael. Section 2.3. Appointment of Board Members. Regular voting members and alternate members shall be appointed by the City Council. Appointments shall be published on the website for the City of San Rafael in accordance with Government Code Section 54973, as amended from time to time. The liaison Planning Commissioner shall be appointed by the Commission Chairperson. An additional Commissioner shall be appointed to serve as an “alternate liaison” in case of absence. Section 2.4. Terms of Appointment. Each Board member shall serve a term of four (4) years. An effort will be made to ensure that the terms are staggered, and not all of the appointments expire in the same year. Section 2.5. Term Limits. Members of the Board shall be limited to three (3) consecutive four-year terms. Additional terms may be served if there is a break between terms. Section 2.6. Absence and Removal. An unexcused absence from two (2) consecutive Board meetings without notification to the Staff Liaison shall be considered a voluntary resignation from the Board. Previously dismissed Board members may be eligible for reappointment to the Board. The members of the Board shall be subject to removal by the affirmative vote of three members of the city council. Section 2.7. Compensation. Board Members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. Regularly scheduled Board meetings shall be the first and third Tuesday of each month, but these dates may be impacted by holidays. A schedule shall be approved annually by the Board. The Board shall meet once per month. The schedule for the upcoming year will be set by December of the previous year. Fire Commission Bylaws Page 1 of 2 FIRE COMMISSION BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Fire Commission, hereinafter referred to as the “Commission.” Section 1.2. Purpose. The purpose of the Fire Commission is to advise and support the goals and objectives of the San Rafael Fire Department as articulated by the Fire Chief. Section 1.3. Commission Responsibility. The Commission’s authority is advisory only. The Fire Commission has no power to act on behalf of the City of San Rafael or any other entity. Subject to the direction and control of the city council, as provided in Section 2.04.030 of the San Rafael Municipal Code, the powers and duties of the Fire Commission shall be: 1. To review and recommend concerning the future needs of the fire department in respect to long-range capital needs, including buildings, training facilities, and water mains and hydrant replacements; 2. To review the relationship of the fire department with other governmental agencies and private entities concerning topics which the commission feels present a true and pressing need for the city's fire service, i.e., mutual aid and the fire rating system of the Independent Insurance Office; 3. To recommend to the fire chief and the city council action concerning initial adoption and future amendments to the fire prevention code, the building code, and other such ordinances which pertain to the prevention of fir es within the community; 4. To receive monthly reports from the department head concerning the general operations and functions of the department; 5. To perform such other duties as may be prescribed by the city council. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Commission shall consist of five (5) members, one of which may be a Councilmember. The City Council has the authority to appoint alternates as needed. The Chief of the fire department shall be an ex officio member of the Commission but shall not be entitled to vote as a member of the Commission. Section 2.2. Eligibility. Commissioners shall be residents of the city of San Rafael. Fire Commission Bylaws Revised June 17, 2024 Page 2 of 2 Section 2.3. Appointment of Commissioners. Commissioners shall be appointed by the City Council. Appointments shall be published on the website for the City of San Rafael in accordance with Government Code Section 54973, as amended from time to time. Section 2.4. Terms of Appointment. Each Commissioner shall serve a term of four (4) years. An effort will be made to ensure that the terms are staggered, and not all of the appointments expire in the same year. Section 2.5. Term Limits. Commissioners shall be limited to two (2) consecutive four- year terms. Additional terms may be served if there is a break between terms. Section 2.6. Absence and Removal. An unexcused absence from two (2) consecutive Commission meetings without notification to the Staff Liaison shall be considered a voluntary resignation from the Commission. Previously dismissed Commissioners may be eligible for reappointment to the Commission. Commissioners shall be subject to removal by the affirmative vote of three members of the city council. Section 2.7. Compensation. Commissioners may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. The Commission shall meet once per month, unless there is no business to conduct, and shall be scheduled annually. The schedule for the upcoming year will be set by December of the previous year. Pickleweed Advisory Committee Bylaws June 17, 2024 1 PICKLEWEED ADVISORY COMMITTEE BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Pickleweed Advisory Committee, hereinafter referred to as the "Pickleweed Advisory Committee," or the “Committee.” Section 1.2. Purpose. The Pickleweed Advisory Committee provides valuable input in representing and advocating for Canal area resident’s needs and wishes for programs and services; and is a primary public networking resource between the Canal residents, representatives from governmental and non-profit agencies, and others. The Pickleweed Advisory Committee works in conjunction with the City of San Rafael. Section 1.3. Committee Responsibility. The Pickleweed Advisory Committee’s responsibilities shall be in accord with these Bylaws, as amended from time-to-time by the City Council. The Pickleweed Advisory Committee’s authority is advisory only. The Pickleweed Advisory Committee has no power to act on behalf of the City of San Rafael or any other entity. The duties of the Pickleweed Advisory Committee shall include the following: 1. The Advisory Committee shall be responsible for advising the Park and Recreation Commission, City Council and City Staff on all matters pertaining to the facilities, programs and services of the Albert J. Boro Community Center and Pickleweed Park; 2.As needed, make recommendations on policies and procedures governing the use of the Albert J. Boro Community Center and Pickleweed Park in accordance with the mission of the City of San Rafael; 3.Assist the City with reviewing and evaluating “Use Agreements for Co-Sponsored Programming” at the Albert J. Boro Community Center and Pickleweed Community Park; 4.Promote the use and support of the Albert J. Boro Community Center and Pickleweed Park within Canal area neighborhood, including working in cooperation with citizen and business organizations, foundations, school districts and other governmental agencies. 5. The Committee shall have no authority to direct, nor shall it direct, City staff, officials or volunteers; ARTICLE II. MEMBERSHIP 2 Section 2.1. Number of Members. The Pickleweed Advisory Committee shall consist of a total of ten (10) members as follows: seven (7) voting members, one (1) non-voting representative from the Park and Recreation Commission and one (1) non-voting City staff member who will act as the Committee Chairperson. The City Council has the authority to appoint alternates as needed. The City staff member will typically be the Albert J. Boro site supervisor, but in all instances shall be appointed by the City Manager. Section 2.2. Eligibility. The Committee shall be composed of seven (7) regular voting members which may include up to two (2) youth members, and the City Council has the authority to appoint alternates as needed.. Each shall have the same duties and responsibilities and shall consist of the following: 1.Members of the Committee shall be at least 18 years of age, except for the youth members who shall be a minimum age of a high school 9th grade student 2.At least six (6) regular voting members of the Committee shall reside within the Canal neighborhood 3.One (1) member of the Committee must be a City of San Rafael resident but may reside outside of the Canal neighborhood. Section 2.3. Appointment of Committee Members. With exception of the representative of the Park and Recreation Commission and City staff, all other regular voting members and alternate member(s) shall be appointed by the City Council. Appointments shall be published on the website for the City of San Rafael in accordance with Government Code Section 54973, as amended from time to time. The representative from the Park and Recreation Commission will be selected by the Park and Recreation Commission on an annual basis. Section 2.4. Terms of Appointment. With exception of the representative from the Park and Recreation Commission, each Committee Member shall serve a term of four (4) years. An effort will be made to ensure that the terms are staggered, and not all of the appointments expire in the same year. The representative from the Park and Recreation Commission shall serve a term of one (1) year, but not more than two consecutive terms. However, if there is a vacancy, the Park and Recreation Commission has the authority to extend the current representative’s term at their discretion. Section 2.5. Term Limits. Committee Members shall be limited to two (2) consecutive four-year terms. Additional terms may be served if there is a break between terms. Section 2.6. Absence and Removal. An unexcused absence from two (2) consecutive Commission meetings without notification to the Staff Liaison shall be considered a voluntary resignation from the Commission. Previously dismissed Commissioners may be eligible for reappointment to the Commission. Commissioners shall be subject to removal by the affirmative vote of three members of the city council. Pickleweed Advisory Committee Bylaws June 17, 2024 3 Section 2.9. Compensation. Committee Members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. A minimum of five (5) meetings shall be scheduled annually, on a consistent day of the month; the schedule for the upcoming year will be set by November of the previous year; staff will contact the Committee one week prior to scheduled meetings to determine if a quorum will be present; lack of quorum will result in the cancellation of the scheduled meeting. Planning Commission Bylaws Page 1 of 2 PLANNING COMMISSION BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Planning Commission, hereinafter referred to as the “Commission.” Section 1.2. Purpose. The purpose of the Commission to make decisions or advise the Council on land use and property development issues. The Commission assures that new development is consistent with our long-range General Plan, State laws and other public policies that advance the interests of our community. Section 1.3. Committee Responsibility. The Commission’s authority is decision- making. It shall be the function and duty of the planning commission to act as a decision-making body on quasi-legislative matters including but not limited to: •major subdivisions as delegated to the planning commission under Title 15 •conditional use permits delegated to the planning commission •environmental and design review permits delegated to the planning commission •appeals made by a lower body and appealed to the planning commission It shall be the function and duty of the planning commission to act as an advisory body to the city council on legislative matters related to but not limited to the following: •General Plan updates and amendments •Zoning Text and Zoning Map Amendments •Other land use item requiring City Council action It shall be the duty of the members of the planning commission, to inform themselves on matters affecting the functions and duties of the commission and all planning matters, and, to that end, may attend training and planning conferences and the reasonable traveling expenses incidental to the attendances shall be charged upon the funds allocated to the commission. The planning commission shall endeavor to promote public interest and understanding of plans developed, and the regulations relating thereto. The commission shall adopt rules for the transaction of business and shall keep a record of its resolutions, transactions, findings, and determinations, which records shall be a public record. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Commission shall consist of a total of seven (7) members as follows: Planning Commission Bylaws Revised June 17, 2024 Page 2 of 2 -District 1 Representative -District 2 Representative -District 3 Representative -District 4 Representative -At-large Member -At-large Member -At-large Member Section 2.2. Eligibility. The Commission shall be composed of seven (7) regular voting Members, one commissioner from each district, and three at-large commissioners. Requirements for eligibility: 1.District Representatives: Each district representative must reside in the district they represent. 2.At-Large Members: Must reside in city limits. Section 2.3. Term Limits. Members of the Committee shall be limited to three (3) consecutive four-year terms. Additional terms may be served if there is a break between terms. Section 2.4. Absence and Removal. An unexcused absence from two (2) consecutive Commission meetings without notification to the Staff Liaison shall be considered a voluntary resignation from the Commission. Previously dismissed Commission members may be eligible for reappointment to the Commission. Section 2.5. Compensation. Commissioners may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member.. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. Regularly scheduled Commission meetings shall be the second and fourth Tuesday of each month, but these dates may be impacted by holidays. A schedule shall be approved annually by the Commission. The Commission shall meet once per month and shall be scheduled annually. The schedule for the upcoming year will be set by December of the previous year. Police Advisory and Accountability Committee Bylaws Page 1 of 3 POLICE ADVISORY AND ACCOUNTABILITY COMMITTEE BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Police Advisory and Accountability Committee, hereinafter referred to as the “Committee.” Section 1.2. Purpose. The purpose of the Committee is to provide input to improve public transparency and accountability with respect to the San Rafael Police Department and provide greater community participation in making recommendations on police department policies, practices, and procedures, including those related to community relations, hiring, and training best practices. In addition to improving transparency and accountability, the Committee will build points of collaboration between the San Rafael Police Department and the community. Additionally, the Committee will review data and policies and facilitate authentic community engagement. Section 1.3. Committee Responsibility. The Committee’s authority is advisory only. The Committee has no power to act on behalf of the City of San Rafael or any other entity. The Committee does not have power or authority to investigate, review or participate in specific police personnel matters or specific police-related incidents, receive or review complaints initiated against personnel of the San Rafael Police Department, or play any role in civil or criminal litigation. It shall be the function and duty of the Committee to: •Act as a sounding board for the Community, City Council, the City Manager, and the Police Department regarding community needs and concerns, as well as provide community feedback to proposed police programs and priorities. •Make recommendations to the City Council regarding police policy, procedures, hiring practices, training, and best practices. •Request data related to SRPD operations, which shall be presented and accessible during public meetings of the Committee to the extent permitted by law. •Conduct ongoing community outreach and engagement efforts with all communities. •Public reports detailing the engagement efforts and other work of the committee over the course of the year shall be produced annually at a Police Advisory and Accountability Committee Bylaws Page 2 of 3 minimum and presented at a City Council meeting to inform the community of the work of the Committee. •In an effort to foster relationships that promote accountability, transparency, and effectiveness in its work, the Committee will prioritize effective communication and collaboration with SRPD. •Advise the City Council, the City Manager, the Committee members, and the Police Department on matters associated with the following: 1. Improve the feeling of safety and security. 2. Increase cultural competencies, empathy, and customer service skills. 3. Build trust and improve relationships with the community. 4. Increase diversity of the police department workforce. 5. Improve transparency, communication, and accountability. •Inform themselves on matters affecting the functions and duties of the Police Department and to that end, will participate in training as recommended by the City Council, the City Manager, or the Police Chief or the Committee members. •Promote community interest and understanding of police operations, policy, priorities and community relations. •Promote SRPD understanding of the priorities and requests of community members. •The Committee shall adopt rules for the transaction of business and shall keep a record of its transactions, findings, and determinations, which records shall be a public record. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Committee shall consist of a total of seven (7) regular voting members, at least one (1) shall be a youth member between the ages of 17-26, and two (2) alternates. Section 2.2. Eligibility. The seven (7) voting Committee members, and any alternate, must be City of San Rafael residents who are at least 18 years old (except for one youth member between the ages of 17-26). Section 2.3. Term Limits. Members of the Committee shall be limited to two (2) consecutive four-year terms. Additional terms may be served if there is a break between terms. Police Advisory and Accountability Committee Bylaws Revised June 17, 2024 Page 3 of 3 Section 2.4. Absence and Removal. An unexcused absence from two (2) consecutive Committee meetings without notification to the Staff Liaison, or six absences (whether excused or unexcused) in any term shall be considered a voluntary resignation from the Committee. Previously dismissed Committee members may be eligible for reappointment to the Committee. Section 2.5. Compensation. Committee Members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. The Committee shall meet every month, on a consistent day of the month, and shall be scheduled annually. Meetings may be cancelled as needed. The regular meeting schedule for the upcoming year will be set by December of the previous year. PUBLIC ART REVIEW BOARD BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Public Art Review Board, hereinafter referred to as the "Public Art Review Board," or the “Board.” Section 1.2. Purpose. The Public Art Review Board’s purpose is to help administer the public art review process and to advise the City Council on public art installations. Section 1.3. Committee Responsibility. The Public Art Review Board’s authority over long-term art proposals (greater than one year) is advisory only and the Board will issue a recommendation to City Council to approve or reject a proposal. For short- term art proposals, the Public Art Review Board has the authority to approve exhibitions. At staff’s discretion, certain short-term projects may be required to obtain City Council approval, depending on project impact. The Public Art Advisory Committee’s responsibilities shall be in accord with these Bylaws, as amended from time-to-time by the City Council. The responsibilities and duties of the Public Art Review Board shall be as follows: 1.Work with Staff in the review and approval of public art projects. 2.Review all proposals for public art and recommend select projects to City Council for approval. 3.Monitor the overall development of public art projects, encouraging balance over time with respect to background, gender, and other identities of artists selected and also with respect to styles of expression, media, and genre. 4.Provide opportunities for community input and resident participation. 5.To use the following Public Art Review Criteria in evaluating all public art proposals: a.Project Readiness: Projects can demonstrate readiness through completeness of design, skill/experience of the artist(s) or project manager(s), secured funding for art piece and cost of installation, successful community engagement, identification of an appropriate site, and proposed schedule. The Public Art Review Board may encourage an applicant to reapply, if they deny a proposal as not sufficiently ready but with specific promise to demonstrate future readiness. b.Qualifications: Artists, artist teams, or project manager must be able to demonstrate, through past work – as evidenced in a resume, portfolio, and reference – their ability to create quality artwork and act with the utmost professionalism. In most cases, artists have considerable training and experience working professionally at and have been compensated for their art. For certain projects, the City will consider emerging or non-professional artists, who are working under the guidance of a professional mentor or art teacher. c.Funding: Projects should have a funding source identified and project implementation will be contingent upon receipt of full funding for the project. The City does not provide project funding for public art. d.Community Engagement: Proposed projects that have completed their own public engagement process will be prioritized. i.For long-term projects (installation planned for more than one (1) year): A minimum of one (1) public meeting and three (3) letters of support are recommended. Successful public meetings might involve the local homeowner’s association (HOA), neighborhood associations, or business owners. The Public Art Review Board must be informed of these meetings ahead of time and allowed to opportunity to attend. ii.For short-term projects that are viewable within the public right- of-way: A minimum of two (2) letters of support is recommended. iii.In both instances, it is recommended that one of the letters of support be from the local homeowners’ association (HOA) or neighborhood association, if applicable. iv.Short-term projects inside a public facility are not required to conduct community engagement, outside of that undertaken through the Public Art Review Board process. e. Maintenance: Works of art will have reasonable maintenance requirements and these requirements shall be compatible with routine City maintenance procedures. For projects that require more maintenance than current City budgets and staffing allow or a specific expertise, the project must set aside sufficient maintenance funding for the duration of the project and must develop an agreement for maintenance to be performed by private parties, as approved by City staff. f.Design: Works of art will be designed in consideration of the relevance and appropriateness of the work to the context of the site and in alignment with public safety and decency. i.The artwork will not portray themes that may be interpreted as derogatory as to race, religion, sexual orientation, natural origin, or physical or mental disability. The artwork will not contain content, signage, names, logos, or subject matter that could be construed as advertising or as religious or sexual in nature nor will it promote a political candidate or include political text. Any content considered obscene or indecent by community standards will be denied. ii.The design of the artworks will take into consideration issues associated with public spaces such as security, theft, vandalism, etc. iii.The design of the artworks will consider the specific needs and use patterns of the public space in which they will be located. For example, in parks, works of art will not block critical view corridors or impede public usage of key open space. g.Diversity: Artists and the City's public art collection should reflect the diversity of San Rafael’s community. The Public Art Review Board shall monitor the overall development of public art projects, encouraging balance in the City’s collection over time with respect to background, gender, and other identities of artists selected and also with respect to styles of expression, media, and genre. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Public Art Review Board shall consist of five (5) voting members as follows: three (3) at-large members, one (1) representative from the Design Review Board, and one (1) representative from the Park and Recreation Commission. The Councilmember in whose district the public art is proposed will participate as a non-voting liaison to the City Council as part of the selection process. Section 2.2. Eligibility. Members of the Committee shall be at least 18 years of age and reside within the City limits. The three (3) at-large members shall reflect the diversity of San Rafael, with professional qualifications in the visual arts and/or civic design, such as artists, architects, landscape architects, arts educators, arts administrators, urban designers, urban planners, or owners/managers of a creative business. Section 2.3. Compensation. Committee Members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member.. Section 2.4. Appointment of Committee Members. The representatives from the Design Review Board and the Park and Recreation Commission will be selected by the Design Review Board and the Park and Recreation Commission, respectively, on a biannual basis. The at-large members will be selected by the City Council. Section 2.5. Terms of Appointment. The at-large Board members will serve a maximum of two (2) four (4) year terms. The representatives from the Design Review Board and the Park and Recreation Commission shall serve a term of two (2) years, but not more than two consecutive terms. However, if there is a vacancy, the Design Review Board and the Park and Recreation Commission have the authority to extend the current representative’s term at their discretion. Board Members serve at will and are subject to appointment and/or removal at the discretion of City Council. Section 2.6. Absence and Removal. An unexcused absence from two (2) consecutive Committee meetings without notification to the Staff Liaison, or six absences (whether excused or unexcused) in any term, shall be considered a voluntary resignation from the Committee. Committee members who had previously resigned may be eligible for reappointment to the Committee. Section 2.7. Conflict of Interest. A member of the Board who has a financial, business, familial or romantic relationship regarding a matter coming before the Board shall disqualify themself from all participation in that matter. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website. Public meetings shall be held a minimum of four (4) times per year but may meet more frequently or on an ad hoc basis, as needed. Quarterly meetings shall be scheduled annually with the quarterly meeting schedule for the upcoming year will be set by November of the previous year. Revised June 17, 2024 Voter Approved Tax Oversight Committee Bylaws Page 1 of 2 VOTER APPROVED TAX OVERSIGHT COMMITTEE BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The name of this body shall be the City of San Rafael Voter Approved Tax Oversight Committee, hereinafter referred to as the “Committee.” Section 1.2. Purpose. The Committee’s purpose is to review the collection and expenditure of voter approved tax revenues collected under the authority of voter-approved City tax measures and Resolution 15118 adopted by the San Rafael City Council on September 6, 2022. Section 1.3. Committee Responsibility. The Committee’s authority is oversight only. The responsibilities and duties of the Committee shall be limited to: 1.2 Review expenditures of Measure tax revenues to ensure the monies have been expended in accordance with the authorized municipal purposes of each Measure. To complete this review, the Committee shall: 1.2.1 Understand allowable expenses of each existing Measure’s tax funds (as identified in the enacting Municipal Ordinance) 1.2.2 Review documentation from City Council and from City Council-appointed advisory committees that pertain to the prioritization of use of each Measure’s tax funds. 1.2.3 Review annual reports prepared by the City’s Finance Department that track the receipt and spending of each Measure’s tax funds. 1.2.4 Prepare and submit to the City Council and the community an annual public report on the expenditures of each Measure’s tax revenues for the previous fiscal year. 1.2.5 Fulfill the final responsibilities of each Measure’s responsibilities at the Measure’s termination, repeal or extension: Before submitting a final report: Review and report on the final expenditures of each Measure during the previous fiscal year, through its termination, to ensure that monies have been expended consistent with the authorized purposes of the Measure. The Committee shall not: 1. Have any budgetary decision authority, shall not allocate financial resources, and shall not make budget or service recommendations to the City Council. 2. Have authority to direct, nor shall it direct, City staff or officials. Voter Approved Tax Oversight Committee Bylaws Revised June 17, 2024 Page 2 of 2 ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Voter Approved Tax Oversight Committee shall consist of five (5) voting members. Section 2.2. Eligibility. Members of the Committee shall be at last 18 years of age and reside within the City limits. Section 2.3. Appointment of Committee Members. Members shall be appointed by the City Council. Appointments shall be published on the website for the City of San Rafael in accordance with Government Code Section 54973, as amended from time to time. Section 2.4. Terms of Appointment. Each member shall serve a minimum term of four (4) years. An effort will be made to ensure that the terms are staggered, and not all of the appointments expire in the same year. Section 2.5. Term Limits. Members shall be limited to two (2) consecutive four-year terms. Additional terms may be served if there is a break between terms. Section 2.6. Absence and Removal. An unexcused absence from two (2) consecutive Committee meetings without notification to the Staff Liaison will constitute an immediate vacancy and shall be considered a voluntary resignation from the Committee. Previously dismissed Committee members may be eligible for reappointment. Section 2.7. Compensation. Committee Members may apply for stipends through the Stipend Program at $50 per month, not to exceed $600 per year per member. ARTICLE III. MEETINGS Section 3.1. Time and date of Regular Meeting. Notification of meeting place, date, and time shall be rendered to the public through posting on the City of San Rafael website.