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HomeMy WebLinkAboutLib Special Library Parcel Tax Committee Formation1, 1 I SAN RAFAE L Agenda Item No: 4.i THE CITY WITH A MISSION Meeting Date: May 15, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Library Prepared by: Sarah Houghton, Library Director City Manager Approval: SUBJECT: Formation of Special Library Parcel Tax Committee RECOMMENDATION: Staff recommends that the City Council: 1. Approve the Resolution that establishes the Special Library Parcel Tax Committee. 2. Direct staff to begin the application process for selecting committee members. BACKGROUND On June 7, 2016, the voters of San Rafael passed Measure D, establishing a Special Library Services Parcel Tax in San Rafael. In connection with the previous Special Library Services Parcel Tax, on July 6, 2010, the San Rafael City Council certified the election and accepted Ordinance No. 1883: "An ordinance of the City of San Rafael adding chapter 3.36 to the San Rafael Municipal Code entitled `Special Library Services Parcel Tax."' The Special Library Parcel Tax Committee will review the collection and expenditure of tax revenues collected. The Committee shall consist of at least five members, who shall be residents of the City. The terms of the Committee members and their specific duties shall be established by resolution of the City Council." ANALYSIS The Special Library Parcel Tax Committee's mission is to ensure that the revenues received from the voter approved parcel tax are spent only on the uses outlined in Ordinance 1883. Attached to this report are the specific details on the Special Library Parcel Tax Committee's formation, guidelines and policies. The main role and responsibility for the Special Library Parcel Tax Committee will be: • To review the expenditures of Special Library Services Parcel Tax revenues to ensure the monies have been expended in accordance with the authorized purposes of Measure D. FOR CITY CLERK ONLY File No.: 9-2-62 Council Meeting: 05/15/2017 Disposition: Resolution 14323 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 • To prepare and submit to the City Council and the community an annual public report on the expenditures of Special Library Services Parcel Tax revenues from the previous fiscal year. A resolution attached to this report would formally establish this Committee. I am recommending that the Committee be composed of up to seven (7) but no fewer than five (5) members. All Committee members must be San Rafael residents and would serve staggered four or five year terms. The Committee shall have at least two regular meetings a year. The Committee shall automatically disband six (6) months after the enabling ordinance is repealed, ruled invalid or terminates under the provisions of the ordinance. Staff recommends that the application process begin immediately. Working with the City Clerk's office, applications would be accepted through June 30, 2017. It is anticipated that appointments to this Committee will be made at the July 17, 2017 City Council meeting. The first Committee meeting will be called within a month of Council's initial appointment of the inaugural members. FISCAL IMPACT The impact to the city budget includes staff time for the development of the Committee, as well as ongoing involvement for preparing documents, research and meeting support. No new funds are specifically requested to pay for staff support functions. The City Manager shall lead the support team and will involve various departmental employees as specific issues arise. OPTIONS 1) Adopt the recommendations as reflected in this staff report. 2) Modify the Committee proposal and approve. 3) Request further information ACTION REQUIRED Adopt the Resolution establishing the Special Library Parcel Tax Committee. Adopted a motion to commence the application process for Committee candidates. Attachments A. Resolution B. Committee formation proposal C. Special Library Parcel Tax Committee application RESOLUTION NO. 14323 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ESTABLISHING THE SPECIAL LIBRARY PARCEL TAX COMMITTEE WHEREAS, at the Special Municipal Election held on June 7, 2016, San Rafael voters approved Measure D, extending Chapter 3.36 to the San Rafael Municipal Code, a Special Library Services Parcel Tax, by a two-thirds majority of the votes cast in said election; and, WHEREAS, pursuant to Section 3.36.080 of Chapter 3.36, the City Council must establish a "Special Library Parcel Tax Committee to review the collection and expenditure of tax revenues collected under the authority of this Chapter"; and, WHEREAS, pursuant to Section 3.36.080, the City Council has the authority to establish the terms of the committee members and the specific duties of the Committee; and, WHEREAS, the City Council desires to establish the Special Library Parcel Tax Committee and the specific duties of the Committee. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael hereby establishes the Special Library Parcel Tax Committee and establishes the responsibilities and duties of the Special Library Parcel Tax Committee members as specifically delineated in Exhibit "A" attached hereto and incorporated herein. FURTHER BE IT RESOLVED, that the Special Library Parcel Tax Committee shall automatically disband no later than six (6) months after the enabling ordinance is repealed, ruled invalid or terminates under the provisions of the ordinance. I, ESTHER BEIRNE, CLERK of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly adopted by the City Council of the City of San Rafael, Marin County, California, at a regular meeting, held on the 15th day of May, 2017, by the following vote, to wit: AYES: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None atj�L_ 'ems - Esther Beime, City Clerk EXHIBIT "A" SPECIAL LIBRARY PARCEL TAX COMMITTEE I. Roles, Responsibilities and Duties: A. The responsibilities and duties of the Special Library Parcel Tax Committee (Committee) shall be limited as follows: 1. The Committee's sole function shall be to review expenditures of the revenues from the Special Library Services Parcel Tax adopted by Measure D on June 7, 2016 to ensure the monies have been expended in accordance with the authorized purposes of Measure D. 2. The Committee shall take steps to understand the allowable expenditures of the Special Library Services Parcel Tax monies (as identified in Chapter 3.36 of the Municipal Ordinance). 3. The Committee shall take steps to understand municipal revenue collection and distribution from local, state and federal sources. 4. The Committee shall prepare and submit to the City Council and the community an annual public report on the expenditures of the Special Library Services Parcel Tax revenues for the previous fiscal year. (anticipated each December.) B. The Committee shall not have any budgetary decision authority, shall not allocate financial resources, and shall not make budget or service recommendations to the City Council. C. The Committee shall have no authority to direct, nor shall it direct, City staff or officials. II. 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 Committee shall be composed of up to seven (7) members, but no less than five (5) members. B. Qualification Standards Members of the Committee shall be at least 18 years of age and reside within the City limits. The Committee may not include any employee or official of the City, or any vendor, contractor or consultant doing business with the City. C. Term Committee members shall serve for a term of either four or five years. Member's terms are to be staggered. At the Committee's first meeting, members will draw lots to select three members to serve a five-year term, the remaining members will serve a four year term. D. Chair and Vice -Chair The Mayor shall appoint the initial Chair. The Chair shall appoint the initial Vice -Chair. Thereafter, the Committee shall annually elect a chair and 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 two regular meetings a year. 2. Special meetings may be called by the Committee's chair. Special meetings may also be called by 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 consecutive regular Committee meetings. Upon a member's removal, his or her seat shall be automatically deemed vacant. H. Citv 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, including any available City audio/visual equipment. 3. Provision of meeting materials, such as agendas, minutes and supporting reports. 4. Retention of Committee records. 5. Properly staff all Committee meetings. 6. Educate committee members on municipal finance. I. Termination of Committee The Committee shall automatically disband six (6) months after the enabling ordinance is repealed, ruled invalid or terminates under the provisions of the ordinance IL NAME: HOME ADDRESS: CITY OF SAN RAFAEL APPLICATION TO SERVE AS MEMBER OF The Special Library Parcel Tax Committee HOME AND BUSINESS TELEPHONE: (H) E-MAIL ADDRESS: RESIDENT OF THE CITY OF SAN RAFAEL FOR PRESENT OCCUPATION/EMPLOYER: EDUCATION: HE YEARS ACTIVITIES IN OTHER COMMUNITY/CIVIC ORGANIZATIONS: REASONS FOR WANTING TO SERVE: IF APPOINTED: PREFERRED LENGTH OF INITIAL APPOINTMENT: 4 YEARS 5 YEARS PREFERRED MEETING TIME: MORNING AFTERNOON EVENING (CIRCLE PREFERENCE) PREFERRED MEETING DAY: MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY (PLEASE CIRCLE ALL DAYS YOU ARE AVAILABLE) FILING INSTRUCTIONS: PLEASE SIGN BELOW AND RETURN TO THE DEPARTMENT OF THE CITY CLERK, 1400 FIFTH AVENUE, ROOM 209, SAN RAFAEL, CA 94901 FILING DEADLINE IS: JUNE 30, 2017 APPLICANTS ARE WELCOME TO USE ADDITIONAL PAPER WHEN PROVIDING ANSWERS. PLEASE ATTACH TO OFFICIAL APPLICATION FORM. IF YOU HAVE ANY QUESTIONS ABOUT THIS COMMITTEE OR NEED THIS FORM IN AN ALTERNATE FORMAT, PLEASE CONTACT SYL VIA GONZALEZ AT (415) 485-3073. SIGNATURE: DATE: ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 5/15/2017 From: Sarah Houghton Department: Library Date: 4/25/2017 Topic: Establishing Special Library Parcel Tax Committee Subject: Requesting Council to form and recruit for a new Committee following the passage of Measure D Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: MM - approved - 5/2/2017 ® City Attorney Remarks: LG -Approved 5/6/17 ® Author, review and accept City Attorney / Finance changes Remarks: SH ® City Manager Remarks: