PASSED, APPROVED AND ADOPTED, at a meeting of the City Council of the City of San Marino, California, on this 31st day of May, 2024.
STEVEN HUANG, D.D.S., MAYOR
ATTEST:
ALISON WALKER, CITY CLERK
PAGE 861 of 885
CITY OF SAN MARINO RESOLUTION NO. R-24-15
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SAN MARINO )
I, Alison Walker, City Clerk of the City of San Marino, California, hereby certify that Resolution No R-24-15 was adopted by the City Council of the City of San Marino at a regular meeting held on the 31st day of May 2024, and that the same was adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
________________________________
ALISON WALKER, CITY CLERK
CITY OF SAN MARINO
PAGE 862 of 885
EXHIBIT A
PAGE 863 of 885
SPECIAL PROJECTS COORDINATOR
(Part- time)
GENERAL DESCRIPTION
DUTIES:
Under general supervision, the part-time Special Projects Coordinator assists with various aspects of projects (Developing, coordinating, and managing) and innovation, ensuring tasks are completed on time and within budget, and serving as a central point of contact for project teams and stakeholders, while developing data collection methods and tools to provide recommendations for objectives and deliverables, as well as performing professional graphic arts and related work in support of Citywide public information and public affairs programs and activities.
DISTINGUISHING CHARACTERISTICS
The Special Projects Coordinator receives direct supervision from the City Manager or his/her designee.
This is a journey-level specialized position that supports the City Manager’s Office.
The incumbent primarily performs specialized competencies related to special projects, graphic arts design, public information and production.
This position is "At-Will," which means the Special Projects Coordinator serves at the will of the City Manager and may be removed at any time without cause, notice, or right of appeal.
ESSENTIAL FUNCTIONS
The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.
Duties:
• Analyzes, coordinates and manages assigned projects;
• Prepares reports for the City Manager’s Office;
• Attends meetings as needed;
• Obtains and tracks all initial information related to designated projects; PAGE 864 of 885
• Plans, organizes and evaluates project information;
• Collaborates with others to develop project plans, timelines, and milestones;
• Works closely with departments, other organizations, and leaders to ensure coordination of said projects;
• Develops data collection methods and tools, ensuring data accuracy and completeness;
• Creates data visualizations, dashboards, and reports to communicate findings to stakeholders;
• Contributes to the development and implementation of data analytics best practices and methodologies;
• Queries different data sources while dealing with continuous stream of data requests from multiple stakeholders;
• Implements and analyzes internal and external evaluations, surveys, and needs assessments for the department;
• Manages special projects as directed; collects financial, technical, and administrative information and compiles data for reports. Utilizes data analytics tools to gather insights, make informed decisions, and optimize operations;
• Creates, designs, lays out, edits, and produces visual concepts and original layout for a variety of digital and printed materials such as catalogs, schedules, handbooks, programs, flyers, pamphlets, brochures, posters, logos, and web graphics using industry-standard graphic design software; create and design materials from concept to completion based on information received from requesters;
• Prepares camera ready graphic materials for various types of reproduction processes including art for spot color, 4 color process, and black and white printing; facilitate printing requests and provide printing instructions and specifications regarding ink, paper, and other printing specifications such as die cuts, varnish, and special coatings;
• Takes, edits, and enhances digital photographs for use in publications and online;
• Assists with maintaining and updating department web pages and City social media accounts;
• Photographs and takes videos at city events and activities for use in publications or video presentations;
• Prepares various forms of communication, including memos, letters, presentations, press releases, etc., for customers, City staff, and other organizations;
• Reviews and evaluates the effectiveness of operations of the assigned area and compiles information in reports for recommended process improvements within the scope of authority, utilizing data-driven insights; • Interacts with a variety of individuals, both internally and within the community to provide information; disseminates information on City programs and services; and assists in resolving administrative issues; PAGE 865 of 885
• Assists with initiating, researching, drafting, and/or managing contracts/agreements;
• Coordinates partnerships between public, private and non-profit sector organizations;
• Reaches out to external stakeholders to gather input on best practices.
Brainstorms ideas of changes in government practices that can improve services;
• Identifies, prioritizes, and incubates key innovation opportunities.
Generates new ideas by deploying open innovation methods. Tracks movements related to innovation best practices;
• May be required to work overtime as needed;
• Performs other duties as required.
KNOWLEDGE, SKILLS AND DEMANDS
Knowledge of:
• Legislative and executive functions and procedures;
• Research methods and statistical analysis;
• Project development, management, and coordination;
• Principles of public administration, management, and work evaluation; • Applicable federal, state, and local laws, rules, ordinances, statutes, and regulations;
• Customer service principles;
• Principles and practices in assigned area of responsibility including records and program management, budget development, and data analytics; • Analysis and research methodology;
• Principles of confidential records and file management; • City organization, operations, policies, and procedures; • Strong attention to detail and accuracy in data analysis and reporting; • Knowledge of current Social Media trends;
• Knowledge of graphic design, layout and production techniques; • Knowledge of desktop publishing and creative design software such as Adobe In Design, Illustrator, Acrobat, Photoshop, Excel, Word, Publisher and Power Point;
• Knowledge of marketing, advertising, and promotion;
• Knowledge of correct use of grammar, spelling, punctuation, and syntax; • Knowledge of standard office practices and procedures; • Knowledge of photography and use of photographic materials; • Knowledge of municipal government functions and processes.
PAGE 866 of 885
Skills and Demands:
• Ability to prepare a variety of comprehensive reports; • Ability to operate a computer and use appropriate software in the performance of management, research, and administrative assignments; • Ability to makes effective oral and written presentations; • Ability to effectively represents the City Manager’s Office with the public, community organizations, other City staff, boards, commissions, and other government agencies;
• Ability to design, illustrate, shoot photographs and edit, and ability to shoot and edit video;
• Ability to update web content;
• Ability to schedule and maintain Social Media calendar; • Ability to exercise initiative and judgement;
• Ability to assist with special events and projects;
• Ability to work evenings, weekends and holidays or flexible schedules; • Ability to proof and edit written materials;
• Ability to work cooperatively with supervisors, co-workers, other city staff, vendors, and the public in the completion of projects;
• Ability to maintain flexibility and work with frequent interruptions and multiple changing priorities;
• Ability to handle multiple work assignments and meet deadlines; • Ability to effectively respond to questions regarding City matters posed by internal or external customers;
• Ability to listen well and communicate effectively orally and in writing with various audiences;
• Ability to establish and maintain effective working relationships with City staff, elected officials, boards and commissions, and members of the general public.
EDUCATION AND EXPERIENCE
Any combination of training or experience that would provide the knowledge and skills to successfully perform the listed duties is qualifying. A typical way to obtain the required knowledge and skills would be:
Education
• At least two (2) years’ experience conducting professional analytical or project management work in the public or private sector with similar responsibilities, two years of which include complex projects and working independently performing similar work.
• Bachelor’s degree in public administration, Communications, Graphic Design or related field.
PAGE 867 of 885
Licenses/Certificates
• Possession of a valid California Class C driver's license with a good driving record, or the ability to get from point to point for training and meetings.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The demands and work environment described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
The employee is regularly required to stoop, kneel, crouch, reach, stand, walk, finger, grasp, feel, talk, hear, and make repetitive motions. This position is mostly sedentary work; exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The employee is required to have close visual acuity.
Work Environment
The employee is subject to both inside and outside environmental conditions.
This information is available in an alternative format by request to (626) 300- 0780.
The City of San Marino is an Equal Opportunity Employer. We value and seek diversity in our workforce. San Marino is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
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EXHIBIT B
PAGE 869 of 885
Step A Step B Step C
*Special Projects Coordinator $ 31.91 $ 33.51 $ 35.18
Salary Schedule Effective 7/1/2024
Hourly Rate
Part-Time
PAGE 870 of 885
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director
DATE: May 31, 2024
SUBJECT: APPROVAL OF SAN MARINO CENTER RENOVATION
PROJECT NO. 20-1000 PARTIAL RELEASE OF RETENTION
IN THE AMOUNT OF $300,000 TO CABD CONSTRUCTION
AND DISCUSS USE OF REMAINING FURNITURE,
FIXTURES & EQUIPMENT AND CONTINGENCY BUDGET
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
Well-Maintained Infrastructure
BACKGROUND
On July 29, 2022, the City Council awarded the construction and construction management contracts for the San Marino Center Renovation to CABD Construction and Griffin Structures, respectively. These awards of contract represented the culmination of multiple years of work by City staff and consultants, with valuable feedback from the community and City Council during the process. Construction began on September 19, 2022 with a Groundbreaking Ceremony.
At the May 10, 2023 meeting of the City Council, contract amendments were approved with the project architect, historic preservation consultant, and construction manager as a result of the need for additional meetings, site visits and construction oversight to address unforeseen site conditions that arose during construction, the contractor’s sequencing of the work and long lead times for some equipment. At this meeting, the City Council also awarded Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 871 of 885
a contract in an amount not to exceed $275,000 to CSI Fulmer to provide furniture, fixtures, and equipment (FF&E) for the building. As part of the project a total of $604,650 was allocated for FF&E in the overall project budget.
As construction has been completed and the vast majority of the FF&E for the building have been procured significantly below the originally approved budget, there is still approximately $450,000 remaining (in the appropriated project budget for FF&E and project contingency) that may be utilized to potentially procure additional FF&E and complete some additional minor improvements to enhance the operation of the building that have been identified since the facility opened. Staff is seeking further direction from the City Council on how to proceed with the remaining budget prior to closing out the project.
DISCUSSION
The San Marino Center Renovation Project was substantially complete on September 5, 2023, as the work was sufficiently complete to allow the City’s Community Services Department recreation staff to move into the facility and begin preparing for the building to open to the public. The San Marino Community Center officially opened with a Grand Opening Ceremony held on September 28, 2023. Concurrently, the City’s construction and project managers continued to compile a final “punch list” of minor corrections and oversee its completion along with the final delivery and installation of the remaining long lead equipment in the months that followed.
The building has now been open for 8 months with staff and the public utilizing the facility on a regular basis for recreation programming, community meetings, and private event rentals. During this time, some additional items have been identified to potentially enhance the operation of the building prior to closing out the project:
1. Lower rooftop screening of equipment: $60,000
2. South patio shade structure: $40,000 – $50,000
3. Commercial dishwasher/rental dishes: $15,000 – $20,000
4. Audio/Video Equipment Upgrades: $50,000-$100,000
Total Range: $165,000 to $230,000
Staff is seeking direction from the City Council on which, if any, of these items the Council would like staff to proceed with. Aside from the final retention payment owed to the construction contractor, there are no other remaining major expenditures for the project. As such, approximately $450,000 is still PAGE 872 of 885
available in the project budget to complete these facility enhancements.
Remaining unused funds would be returned to the CIP fund balance for use on future capital projects.
1. Lower Rooftop Equipment Screening
Staff recommends the City Council approve the installation of screening (Item #1) only along the lower rooftop as the new equipment is a visible detraction from building’s aesthetic to the use of the patio space. This scope of work can be completed under the City’s existing agreement with CABD Construction through the issuance of a change order utilizing the project’s contingency therefore, a contract amendment would not be necessary. Although the addition of this item to the contractor’s scope of work would further delay the issuance of the project’s Notice of Completion, staff recommends the City Council approve a partial release of the retention due to the vast majority of the work already having been completed. Given the prior existence of equipment on the upper roof, the very limited visibility of the equipment from the public right-of-way, and the cost, staff recommend limiting the screening to the lower roof equipment at this time.
2. South Patio Shade Structure
Staff has heard feedback that the south patio receives abundant sunlight which may make use of the space difficult during the summer months. Two options exist for the Council’s consideration: the permanent installation of a shade structure covering the majority of the space (which is what is depicted in the cost estimates above), or the procurement of small temporary shades such as umbrellas that can be deployed and moved around as needed. Staff would recommend that if shade is desired, to pursue the latter option of small temporary shades for several reasons. These reasons include the vast cost difference between the options, the ability to keep the space flexible, the lawn and related irrigation/infrastructure that would be disturbed, and long term maintenance of a permanent shade structure to name a few. Staff seeks the City Council’s direction on how to proceed related to this item.
3. Commercial Dishwasher and Rental Dishes
Staff has received inquires from two potential user groups (City Club and Rotary) about the availability of rental plateware and cutlery. As it is not customary for municipal facilities to offer such rentals due to hygiene and other related concerns, low demand, and given the very limited space within the kitchen, user groups must provide their own plateware and cutlery for events that require it. Staff believe there will be very low demand for such a rental amenity apart from these two user groups and that the staff resources needed to ensure cleanliness, storage, etc. do not warrant the purchase at this time. However, staff seeks the City Council’s direction on how to proceed related to this item.
PAGE 873 of 885
4. Audio/Video Equipment Upgrades
Currently, the center’s three multipurpose rooms are outfitted with a variety of technology such as projectors, screens, microphones, and speakers.
However, these rooms are not equipped with cameras and accompanying equipment to record or broadcast meetings, classes, or events which take place in these rooms. Staff are recommending that equipment be installed in the largest multipurpose room (with stage) in order to accommodate the recording or broadcasting of meetings in the room. A limited number of cameras (1-4) could be installed with its accompanying equipment in the room to capture what takes place and either livestream it or record it for future availability online or elsewhere. Staff seeks the City Council’s direction on how to proceed related to this item.
In regards to Items #2-4 listed above, these options were identified as potential enhancements to the operation of the building, and would be ordered/installed through different vendors with the contracts for any item(s) exceeding $30,000 returning to City Council for final approval. Staff recommends the City Council discuss and provide direction on any/all of the proposed items staff should move forward with.
FISCAL IMPACT & PROCUREMENT REVIEW
The adopted FY 2023-24 Capital Improvement Plan budget currently has a remaining balance of approximately $802,230.19 in Account No. 394-40- 4600-1000 (San Marino Center Renovation) for the construction, construction management, and associated construction support services and procurement of furniture, fixtures and equipment necessary to complete the project. Of this balance, $308,138.09 is set aside as retention payment to CABD Construction.
If a partial release of retention in the amount of $300,000 is approved, the City would retain $8,138.09 in retention for the lower rooftop equipment screening completion. Aside from a few outstanding items, the remaining balance of approximately $450,000 could be utilized for the potential improvements to the facility listed in this report. As such, sufficient funding exists for the potential work and no new appropriation is required.
The Interim Finance Director has reviewed this staff report for compliance with San Marino City Code §02.06.05.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
PAGE 874 of 885
Staff recommends the City Council 1) approve Item #1 for the installation of the lower rooftop screening, 2) approve partial release of the project’s retention payment in the amount of $300,000 to CABD Construction, and 3) provide direction on the remaining Items #2-4.
If the Council concurs, an appropriate motion would be:
Option 1:
“I move to approve Item #1 related to the San Marino Center Renovation (lower roof screening), and direct staff to partially release the project’s retention payment in the amount of $300,000 to CABD Construction.” Option 2:
“I move to approve Item #1 and (insert any combination of items #2, #3, and #4) related to the San Marino Center Renovation, and direct staff to partially release the project’s retention payment in the amount of $300,000 to CABD Construction.”
PAGE 875 of 885
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Terry Shea, Interim Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: May 31, 2024
SUBJECT: APPROVAL OF RESOLUTION NO. R-24-18 ESTABLISHING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2024-25
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
In 1979 and 1990, California voters approved Proposition 4 (the “Gann Initiative”) and Proposition 111, respectively. Proposition 4 placed limits on the amount of tax proceeds that can be received and appropriated by governments in the State. Proposition 111 provided an adjustment formula to allow for local growth factors. Each year, governments throughout the State adopt a resolution establishing their appropriations limit as well as their appropriations that are subject to the limit.
DISCUSSION
Each year, two change factors are combined in a single adjustment factor and applied to the prior year’s appropriations limit to arrive at the new appropriations limit for the upcoming fiscal year.
1. Local agencies are allowed to use the larger of the City’s population growth or their County’s population growth. For calendar 2024, on which the FY 2024-25 limit is based, the State Department of Finance reports that the populations of both the City of San Marino and the County of Los Angeles increased. The City’s population increase of 0.23% was used for the City’s FY Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 876 of 885
2024-25 limit calculation this year. The County’s population increase of 0.05% was smaller.
2. Agencies are allowed to use as a “cost of living” factor the larger of the change in California per capita income or the growth in non-residential assessed valuation due to new construction. The change in California per capita income, 3.62%, was used in the City’s FY 2024-25 limit calculation. The change in non-residential assessed property valuation in San Marino has not been measured, and is assumed to be less than 3.62%.
The proposed FY 2024-25 appropriations limit is $34,373,230 and the proposed budget appropriations subject to the limit are $27,031,408, or 79% of the maximum allowed.
Exhibit A to the accompanying resolution shows how the FY 2024-25 appropriations limit was calculated. Exhibit B is the narrative discussion of the Gann Appropriations Limit and its implications for the City of San Marino that is proposed to be included in the final FY 2024-25 adopted budget document along with Resolution No. R-24-18 and Exhibit A.
FISCAL IMPACT & PROCUREMENT REVIEW
Because the proposed appropriations subject to the limit are less than the appropriations limit, there is no direct fiscal impact resulting from approval of the Resolution.
This report requires no procurement review.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends adoption of the proposed FY 2024-25 appropriations limit and the appropriations subject to limitation for the City of San Marino. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Resolution No. R-24-18, Establishing the Appropriations Limit and Appropriations Subject to Limitation for Fiscal Year 2024-25.”
ATTACHMENTS
PAGE 877 of 885
1. Resolution No. R-24-18
2. Exhibit A: Gann Appropriations Limit Calculation
3. Exhibit B: Implications of the Gann Appropriations Limit PAGE 878 of 885
RESOLUTION NO. R-24-18
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SAN MARINO, CALIFORNIA ESTABLISHING THE
APPROPRIATIONS LIMIT AND APPROPRIATIONS
SUBJECT TO LIMITATION FOR FISCAL YEAR 2024-25
WHEREAS, Article XIII-B of the California State Constitution requires that each entity of government determine and adopt an Appropriations Limit for each fiscal year; and
WHEREAS, Proposition 111 requires a recorded vote of the City Council regarding which of the annual adjustment factors have been selected each year, and WHEREAS, the local voters of San Marino have approved an increase in the City’s appropriations limit consistent with the maximum projected aggregate collection authorized by the levy of the Public Safety Parcel Tax, in accordance with Section 11 of Ordinance No. O-19-1351.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Marino, California as follows:
SECTION 1. The annual adjustment factors used in the calculation of the Fiscal Year 2024-25 Appropriations Limit are the City population change of 0.23% and the change in California Per Capita Personal Income of 3.62%.
SECTION 2. The FY 2024-25 Appropriations Limit for the City of San Marino for the Fiscal Year 2024-25 is hereby determined to be $34,373,230 in accordance with calculations contained in Exhibit A hereto.
SECTION 3. Appropriations designated in the Fiscal Year 2024-25 Proposed Budget that are subject to the limit total $27,031,408, representing an amount that is 79% of the limit.
PASSED, APPROVED AND ADOPTED this 31st day of May, 2024. _______________________________
STEVE W. HUANG, DDS
MAYOR
ATTEST:
__________________________
ALISON WALKER,
CITY CLERK
PAGE 879 of 885
CITY OF SAN MARINO RESOLUTION NO. R-24-18
PAGE TWO
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SAN MARINO )
I, ALISON WALKER, City Clerk of the City of San Marino, California, hereby certify that Resolution No. R-24-18 was adopted by the City Council of the City of San Marino at a Regular Meeting held on the 31st day of May 2024, and the same was adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
____________________________________
ALISON WALKER, CITY CLERK
CITY OF SAN MARINO
PAGE 880 of 885
EXHIBIT A
2023-24 Base Limit: 29,697,622 $
2024-25 Change in CA Per Capita Income 3.62%
2024-25 Change in City Population: 0.23%
2024-25 Combined Adjustment Factor 1.0386
2024-25 Limit Before Voter Approved Override 30,844,936 $ 2024-25 Voter Approved Override - Public Safety Parcel Tax 3,528,294 $ 2024-25 Appropriations Limit 34,373,230 $
2024-25 Amount Subject to Appropriations Limit $ 27,031,408 2024-25 Percentage of San Marino Appropriations Subject to Limit 79% City of San Marino
Fiscal Year 2024-25
Gann Appropriations Limit Calculation
PAGE 881 of 885
EXHIBIT B
Implications of the Gann Appropriations Limit
In November 1979, California voters followed up the tax limitations of 1978’s Proposition 13 with an amendment to the State Constitution to limit the growth of government spending. A voter initiative, Proposition 4, was passed into law in 1979 and later amended by Proposition 111 in 1990. This spending limit, commonly known as the “Gann Limit,” was named after Proposition 4’s sponsor Paul Gann, appears in the state Constitution as Article XIIIB. The Gann Limit creates a restriction on the amount of tax proceeds that a government agency may receive and appropriate in any one year.
The limit is based on actual appropriations from the 1986-87 base year. Increases to the limit are allowed each year based on specified growth factors. Inflationary adjustments are based on changes in California per capita personal income or the change in nonresidential assessed valuation. Population adjustments are based on changes in the population of the City or Los Angeles County.
Since 1980, San Marino voters have approved a public safety parcel tax for public safety services and, at the same time, have approved an override of the City’s appropriations limit for this parcel tax revenue, to increase the limit by the amount of the annual parcel tax levy.
The City of San Marino’s FY 2024-25 Appropriations Limit was adopted by resolution on May 31, 2024 as required by the California Government Code. The City’s FY 2024-25 appropriations limit is $34,373,230 and its appropriations subject to limitation is $27,031,408. The appropriations margin, the difference between the limit and the appropriations subject to limitation, is therefore $7,341,822, and appropriations subject to limitation are 79% of the limit.
For the past five fiscal years, appropriations subject to limitation have ranged between 66% and 83% of the legal limit. The FY 2024-25 limit is within this same range, indicating that the legal limit has been increasing at a pace roughly in line with the growth in appropriations subject to limitation.
FY 2024-25 is the first year since FY 2018-19 that the population factor used to adjust the City’s annual appropriations limit is positive. In years where there are negative population factors, the limit each year will grow by less than the annual inflation rate, which may result in a decrease in the City’s appropriations margin in future years.
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TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Alison Walker, City Clerk
DATE: May 31, 2024
SUBJECT: APPOINTMENT OF MEMBERS TO CITY OF SAN MARINO
ADVISORY BODIES
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
The City Council has established a number of advisory bodies which assist the City Council with a variety of issues, needs, and concerns. The City Council appoints Council Members to act as a delegate and alternate (“Council Liaisons”) to each of the advisory bodies. These Council Liaisons determine the application review process and make recommendations to the full City Council for advisory body appointments.
City of San Marino Advisory Bodies:
• Planning Commission
• Design Review Committee
• Library Board of Trustees
• Recreation Commission
• Public Safety Commission
DISCUSSION
A recruitment was conducted for five advisory bodies which had terms ending in 2024; the Planning Commission, the Design Review Committee, the Public Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 883 of 885
Safety Commission, the Recreation Commission, and the Library Board of Trustees. Notice of the vacancies and advertisement of the advisory body recruitment was placed in the San Marino Tribune, in the City Manager’s Weekly Briefing email, on the City’s social media accounts, and on the City’s website. Applicants consisted of both existing members reapplying for another term as well as new applicants. The table below identifies the vacancies on each body and the number of applications received.
Advisory Body Vacancies Number of
Applicants
Planning Commission
Vice Mayor Shepherd Romey – Delegate
Mayor Huang – Alternate
Three (3) regular members
One (1) alternate 6
Design Review Committee
Council Member Chou – Delegate
Vice Mayor Shepherd Romey – Alternate
Three (3) regular members
One (1) alternate 5
Public Safety Commission
Council Member Lo – Delegate
Vice Mayor Shepherd Romey – Alternate
Two (2) regular members 6
Library Board of Trustees
Council Member Lo – Delegate
Council Member Talt – Alternate
Two (2) regular members 4
Recreation Commission
Council Member Talt – Delegate
Mayor Huang – Alternate
Two (2) regular members 1*
*The Recreation Commission recruitment will be reopened until July 1, 2024.
The two vacancies will not be filled until that recruitment period ends.
Library Board of Trustees Alternate Vivi Wahl is being recommended for appointment to a full member term. This creates an alternate member vacancy on the Library Board of Trustees. The recruitment to fill this vacancy will be reopened until July 1, 2024.
The Council Liaisons have concluded their review of the candidates and are making recommendations for appointment, which are included in the recommended action below.
FISCAL IMPACT & PROCUREMENT REVIEW
None.
PAGE 884 of 885
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
The Council Liaisons for the Planning Commission recommend the Council appointment of three (3) regular members and one (1) alternate member to serve four-year terms, each commencing on June 1, 2024.
The Council Liaisons for the Design Review Committee recommend the Council appointment of three (3) regular members and one (1) alternate member to serve two-year terms, each commencing on June 1, 2024.
The Council Liaisons for the Public Safety Commission recommend the Council appointment of two (2) regular members to serve four-year terms each commencing on June 1, 2024.
The Council Liaisons for the Library Board of Trustees recommend the Council appointment of two (2) regular members to serve three-year terms each commencing on June 1, 2024.
If Council concurs, the appropriate motions would be:
“I move to appoint Kevin Cheng, Sharon Mequet, and Joyce Gatsoulis Batnij as regular members and Brett Leitner as an alternate member of the Planning Commission to serve terms ending May 31, 2028.”
“I move to appoint Raymond Cheng, Ted Lee, and Steven Jones as regular members and Nora Hoyos as an alternate member of the Design Review Committee to serve terms ending May 31, 2026.”
“I move to appoint Charles Martinson and Eliot Hodges as regular members of the Public Safety Commission to serve terms ending May 31, 2028.” “I move to appoint Vivi Wahl and Genevieve Chien as regular members of the Library Board of Trustees to serve terms ending May 31, 2027.”
ATTACHMENTS
None.
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