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Home My WebLink AboutCC Term Extensions for Board, Commission and Committee Members____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: April 3, 2023 Disposition: Approved Term Extensions Agenda Item No: 4.b Meeting Date: April 3, 2023 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Clerk Prepared by: Lindsay Lara, City Clerk City Manager Approval: ______________ TOPIC: TERM EXTENSIONS FOR BOARD, COMMISSION, AND COMMITTEE MEMBERS SUBJECT: APPROVE EXTENSION OF BOARD, COMMISSION, AND COMMITTEE MEMBER TERMS TO A SEMI-ANNUAL EXPIRATION RECOMMENDATION: Approve Extension of Board, Commission, and Committee (BCC) Member Terms to a Semi-Annual Expiration. BACKGROUND: Our BCC’s have membership terms that expire at different times throughout the year, and each December we publish a list of upcoming vacancies on our website called the Local Appointments List. In 2023, we have terms expiring in March, April, June, October, November, and December. This does not include unscheduled vacancies that arise for reasons including resignation and ineligibility. Each time a vacancy occurs, the City Clerk’s office opens the recruitment for applications for a period of three weeks (or open until filled), convenes a subcommittee of the Mayor and Council Liaison to select finalists to be interviewed if a high volume of applications were submitted, and/or schedules a special meeting of the City Council for interviews and appointments. The current process is time consuming for staff to recruit and schedule interviews, but, more importantly, it only allows the community three weeks to apply for a position they are interested in. On February 21, 2023, the City Council accepted a report and provided feedback on moving to either an annual or semi-annual appointment process. The Council favored a semi-annual appointment process. Staff has reviewed all current terms and recommends extending terms to align with a semi-annual appointment schedule of April and October. ANALYSIS: The benefits of semi-annual appointments for the community are that community members would have more opportunities to be notified about and to apply for BCC’s they are interested in. Right now, the City’s recruitment process includes posting physical notices at facilities, announcing it with a staff report at City Council meetings, including the vacancies in Snapshot, sending a mass email notification to anyone who is subscribed to hear about vacancies, and posting it to social media platforms and the City website. The use of social media has increased our volume of applications significantly, but we actively recruit at the SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 opening of the application period, and we recognize that not everyone sees our social media posts. By moving to a semi-annual appointment model, we could engage the community on a quarterly basis and increase viewership for the upcoming year’s appointments. This will provide more visibility with our vacancies and potentially capture more interest. The benefits of a semi-annual appointment model on staff time are significant. Not only would staff save time by recruiting quarterly instead of being reactive to expiring terms upwards of six times per year, but it would also reduce the time spent scheduling special City Council meetings to hold interviews. Attachment 1 outlines the changes proposed to each Member’s term on current BCCs. Staff’s intent was to extend terms to the following April or October of their current term expiration date, but there were some instances where terms were extended further out in order to balance the vacancies equally for each cycle. COMMUNITY OUTREACH: A draft of the staff report was sent to active BCC members and sent to community members who have expressed interest in BCC’s, in preparation for this report to the City Council. FISCAL IMPACT: There is no fiscal impact associated with this action. RECOMMENDED ACTION: Approve Extension of Board, Commission and Committee Member Terms to a Semi-Annual Expiration. ATTACHMENTS: 1.Term Extension per member Member & BCC Current Expiration New Expiration ADA Access Advisory Committee Ashley Tomerlin 10/20231 04/20241 Timothy Lord 10/20231 04/20241 Raed Al-Zaher 10/20261 04/20271 Timothy Park 10/20262 04/20272 Francine Falk-Allen 10/20261 04/20271 Bicycle & Pedestrian Advisory Committee Mark Kyle 11/20261 04/20271 Sylvain Frayer 11/20261 10/20271 Marc Solomon 11/20232 04/20242 Philip Mooney 11/20232 04/20242 Barry Bergman 11/20231 04/20241 Anne Coyne (Alternate)11/2023 10/2024 Board of Library Trustees Lawrence ‘Larry’ Andow 04/20230 04/20230 Alexander Vahdat 04/20251 10/20251 Jaimi Cortes 04/20252 10/20252 Adriana Duque Hughes 04/20231 04/20231 Cheryl Lentini 04/20231 04/20231 Design Review Board Jeff Kent, Landscape Architect 06/20252 04/20262 Sarah Rege, Architect 06/20242 10/20242 Michael Alexin 06/20261 10/20261 Sharon Kovalsky, Architect 06/20251 04/20261 Stewart Summers, Architect 06/20232 10/20232 Donald L. Blayney, Landscape Architect (Alternate)12/2023 04/2024 Fire Commission Stan Burford 03/20261 04/20261 David Fonkalsrud 03/20271 10/20271 Thomas Weathers 03/20242 10/20242 Nadine Hade 03/20252 10/20252 Ken Johnson 03/20251 10/20251 Donna McCusker (Alternate)03/2026 04/2026 Park & Recreation Commission Mark Machado 10/20232 10/20232 Robert Sandoval 10/20241 10/20241 Cicily Emerson 10/20231 10/20231 Kela Cabrales 10/20241 10/20241 Ariel Gutierrez 05/20262 10/20262 Pickleweed Advisory Committee Jairo Ceballos 12/20261 04/20271 Louise Yost 12/20242 04/20252 Nancy Palacios, Non-Canal Resident 12/20241 04/20251 Kate Sprague 12/20241 04/20251 Janet Tanchez 12/20262 04/20272 Rosa Vasquez 12/20241 04/20251 Miguel Hau-Gutierrez, Youth Member 12/20241 04/20251 Vacant, Alternate Member Public Art Review Board Kristyn Merritt 08/20261 10/20261 Morgan Schauffler 08/20261 10/20261 Meili Zhao 08/20241 10/20241 Robert Sandoval, Park & Recreation Commission Rep 08/2024 Sharon Kovalsky, Design Review Board Rep 08/2024 Planning Commission Samina Saude 06/20241 10/20241 Kelly Shalk 06/20230 10/20230 Jon Previtali 06/20251 10/20251 VACANT, D1 06/20251 10/20251 Aldo Mercado 06/20262 10/20262 Shingai Samudzi 06/20231 10/20231 Jon Haveman 06/20261 10/20261 VATOC Charles Friede 11/20261 10/20271 Stephen Roth 11/20261 10/20271 Tracey Broadman 11/20261 10/20271 Caleb McWaters 11/20241 04/20251 Sierra Bloyd 11/20241 04/20251 Semi-Annual Number April 2023 3 Oct. 2023 5 April 2024 6 Oct. 2024 7 April 2025 7 Oct. 2025 6 April 2026 4 Oct. 2026 6 April 2027 6 Oct. 2027 5 Key 1,2,3 = 1st, 2nd or 3rd Term