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HomeMy WebLinkAboutCS Albert Park CAC Establishment 2011Agenda Item No: 3 b. Meeting Date: January 3, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Services Prepared by: Carlene McCart, Director /s/ CMcC City Manager Approval: /s/ NM . SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ESTABLISHING THE ALBERT PARK COMMUNITY ADVISORY COMMITTEE, AND AUTHORIZING THE APPLICATION PROCESS FOR APPOINTMENT OF MEMBERS RECOMMENDATION: Approve Resolution BACKGROUND: On October 3, 2011 the City Council approved the Agreement between the city of San Rafael and Centerfield Partners, LLC for the Use of Albert Park Baseball Field and Stadium for Professional Minor League Baseball in 2012. Section 3, D (4), on page 5 of the Agreement states: "The City council shall establish a community based Advisory Committee consisting of no fewer than seven regular members: three representatives from the neighborhoods directly surrounding Albert Park, one from the downtown business district, one Park and Recreation Commissioner, and two representatives from Centerfield Partners. Up to two City of San Rafael staff members will be assigned to assist the Committee. Every effort shall be made to ensure that the community members represent the broadest possible range of interests and points of view regarding the use of Albert Park Stadium and Baseball Field by Centerfield Partners. The Advisory Committee shall establish a process for resolving complaints and monitor compliance with the Facility use Permit issued to Centerfield Partners. The reporting responsibilities of this Committee shall be reviewed by the Park and Recreation Commission." ANALYSIS: The scope of work for the Community Advisory Committee attached as Exhibit A, Albert Park Community Advisory Committee, to this report and includes the application for appointment process, the composition of membership, the scope of work, projected meeting schedule, reporting responsibilities and term. The Committee composition is suggested in the Agreement. The Council may opt to appoint additional members or an alternate combination of representation. It is recommended that a seven member committee is sufficiently small to be efficient and flexible. The recommended representation allows for a greater voice from residents, a presence from the downtown business community, and is equally balanced with the combined representation of the City (Commissioners) and Centerfield Partners. The Council shall make all appointments to the Committee; however the Park and Recreation Commission and the Business Improvement District shall nominate representatives respectively for Council appointment. FOR CITY CLERK ONLY File No.: Council Meeting: t Disposition: U 710 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 It is also recommended that the City Clerk's office initiate the application process with a call for applications over a three week period. At the closing of the period, approximately the last week in January, applications will beevaluated, and qualified applicants may beinterviewed bythe City Council, or its sub committee. Appointments will be confirmed by vote of the City Council. FISCAL IMPACT: The Impact to the City budget includes staff resources for the development and administration of the Advisory Committee, as well as ongoing involvement for preparing documents, research and meeting support. Nonew funds are requested hopay for staff support functions. The Community Services Director shall lead the staff functions, coordinating cross departmental participation as necessary. OPTIONS: 1) Approve the Resolution of the City Council of the City Of San Rafael Establishing the Albert Park Community Advisory Committee, and Authorizing the Application Process for Appointment ofMembers 2)Modify the proposed recommendations inthis staff report 3) Request further information ACTION REQUIRED: Approve the Resolution ofthe City Council ofthe City [fSan Rafael Establishing the Albert Park Community Advisory Committee, and Authorizing the Application Process for Appointment of Members. Enols. Exhibit Resolution with attached Exhibit 1(Albert Park Advisory Committee) Exhibit Section 3,D(4).Agreement between the City ofSan Rafael and Centerhn|dPartners, LUC for the Use of Albert Park Baseball Field and Stadium for Professional Minor League Baseball in 2012. RESOLUTION NO. 13280 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ESTABLISHING THE ALBERT PARK COMMUNITY ADVISORY COMMITTEE, AND AUTHORIZING THE APPLICATION PROCESS FOR APPOINTMENT OF MEMBERS WHEREAS, the City of San Rafael and Centerfield Partners, LLC entered into a written Agreement October 12, 2011 for the use of Albert Park Stadium and Baseball Field for the 2012 baseball season; and WHEREAS, Section 3, D (4) of the Agreement calls for the appointment of an Albert Park Community Advisory Committee, the purpose of which is to review compliance with the Agreement by the City and Centerfield Partners, LLC, and to address any community issues arising as a result of the use of Albert Park Stadium and Baseball Field by Centerfield Partners, LLC, over the course of the 2012 baseball season; and WHEREAS, pursuant to Section 3.36.080, of the San Rafael Municipal Code, the City Council has the authority to establish the terms of the Committee members and specific duties of the Committee; and WHEREAS, the City Council desires to establish the Albert Park Community Advisory Committee; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby establishes the Albert Park Community Advisory Committee, and establishes the responsibilities and duties of the Albert Park Community Advisory Committee members as specifically delineated in Exhibit 1, attached hereto and incorporated herein; and authorizes the application process for appointment of members. I, Esther C. Beirne, 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 3rd of January, 2012, by the following vote, to wit: AYES: Councilmembers: Connolly, Heller, Levine, McCullough and Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None Esther C. Beirne, City Clerk Exhibit 1 Albert Park Community Advisory Committee 1. Roles, Responsibilities and Duties A. The responsibilities and duties of the Albert Park Community Advisory Committee shall be limited as follows: 1. The Committee's function shall be to monitor compliance with the Agreement Between the City of San Rafael and Centerfield Partners, LLC to Utilize Albert Park Stadium and Baseball Field for Professional Minor League Baseball in 2012 and to address issues that arise as a result of this use. 2. The Committee shall understand content and conditions of the Agreement. 3. The Committee shall solicit information from City staff, Centerfield Partners, LLC, residents, businesses, as to the performance of the parties to the Agreement. 4. The Committee shall hear public comment and make recommendations to the Park and Recreation Commission and/or City staff and Centerfield Partners, LLC for resolution of performance or unforeseen issues that arise as the result of this use. 5. The Committee shall prepare and submit to the Park and Recreation Commission and the City Council a report on compliance with the Agreement at the mid point (July 2012) of the 2012 baseball season and the conclusion (September 2012) of the season, along with recommendations for adjustments or changes. B. The Committee shall not have any budgetary decision authority. C. The Committee shall have no authority to direct, nor shall it direct, City staff or official D. The Committee shall have no authority to amend the Agreement. Committee Structure and Proceedings: A. Appointments The City Council shall make appointments to the Committee consistent with the established manner of appointing various City Commissions and related committee members. The Park and Recreation Commission shall nominate one member for City Council appointment. The Business Improvement District shall nominate one member for City Council appointment. The Committee shall be composed of up to seven (7) members, three (3) residents of neighborhoods adjacent to Albert Park, one (1) representative of the Downtown business community, one (1) Park and Recreation Commissioner, and two (2) representatives of Centerfield Partners, LLC. B. Qualification Standards Members shall be at least 18 years of age and representatives of the community must reside or work within the City limits. C. Term Committee members shall serve from time of appointment through December 31, 2012. D. Chair and Vice -Chair The Mayor shall appoint the Chair. The Chair shall appoint a Vice Chair, who shall act as Chair only when the Chair is absent. E. Compensation The Committee members shall serve without compensation. F. Meetings 1. The Committee shall conduct at least three regular meetings, in February, July and September of 2012, dates to be determined. 2. Special meetings may be called by the Committee's Chair. Special meetings may also be called by the Committee members if three or more members petition the Chair for a Special meeting. 3. All meetings shall be noticed and shall be open to the public in accordance with the Ralph M. Brown Act, Government Code Section 54950 et seq. Each member of the committee will be given a current copy of the Ralph M. Brown Act. 4. A majority of the Committee members shall constitute a quorum for the transaction of any business. G. Vacancies and Removal 1. The City council shall fill any vacancies on the Committee 2. The City council may remove any Committee member for any reason, including but not limited to, failure to attend two of the three scheduled meetings. Upon a member's removal, his or her seat shall be automatically deemed vacant. H. City Support The City shall provide to the Committee necessary technical and administrative assistance as follows: 1. Preparation, provision and posting of public notices as required by the Brown Act and in the same manner as noticing City Council meetings. 2. Provision of a meeting room, and applicable equipment 3. Provision of meeting materials, such as agendas, minutes and supporting reports 2 4. Retention of Committee records. 5. Properly staff al Committee meetings. 6. Educate Committee members on Municipal policies, procedures and ordinances related to Committee duties and responsibilities. I. Termination of Committee The Committee shall automatically disband December 31, 2012, subject to extension by the City Council if deemed necessary. 3 Exhibit B Section 3, D (4), Agreement between the City of San Rafael and Centerfield Partners, LLC for the Use of Albert Park Baseball Field and Stadium for Professional Minor League Baseball in 2092. (4) CITY and CENTERFIELD shall meet with a CITY appointed committee of community representatives at the mid -point of the season or no later than July 30 of each year during the term of this AGREEMENT and the end of the season, or no later than September 30, at times and places mutually agreeable, to review the management plans set forth in Exhibits B through I and issues arising from the use of FACILITIES. All parties shall work in good faith to resolve issues and/or address complaints. In January/February 2012, The City Council shall establish a community based Advisory Committee consisting of no fewer than seven regular members: three representatives from the neighborhoods directly surrounding Albert Park, one from the downtown business district, one Park and Recreation Commissioner, and two representatives from CENTERFIELD. Up to two City of San Rafael staff members will be assigned to assist the Committee. Every effort shall be made to ensure that the community members represent the broadest possible range of interests and points of view regarding the use of Albert Park Stadium and Baseball Field by CENTERFIELD. The Advisory Committee shall establish a process for resolving complaints and monitoring compliance with the Agreement between CITY and CENTERFIELD. The reporting responsibilities of this Committee shall be reviewed by the Park and Recreation Commission and presented to the City Council E. Maintenance of FACILITIES. (1) CITY shall deliver in good condition, within its commercially reasonable capacity to do so, fit for intended use, the FACILITIES and all furnishings, landscape, buildings, and equipment; and shall provide all regular and routine maintenance of the FACILITIES related to the operation and preparation of the field, stadium interior and exterior, lights, dugout areas, entrances, and landscape. The term "regular and routine" shall mean routine expenditures in connection with the use of the physical plant such as general maintenance, cleaning, disinfecting, lighting, water, grass cutting, field preparations, and similar items which are regularly incurred, and for operating repairs to the fixed equipment, plumbing, hardware and emergency repairs of similar nature. On each game day, including scheduled team practices, tryouts, regular season and playoffs, CITY will prepare the playing field for batting practice three (3) hours before the scheduled first pitch. CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. DATE OF MEETING: January 3, 2012 FROM: Carlene McCart, Director DEPARTMENT: Community Services DATE: December 22, 2011 TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ESTABLISHING THE ALBERT PARK COMMUNITY ADVISORY COMMITTEE, AND AUTHORIZING THE APPLICATION PROCESS FOR APPOINTMENT OF MEMBERS 136partment Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM: L City Manager (signature) City Attorney (signaturelI NOT APPROVED