CITY OF SAN MATEO
City Council Special Meeting
November 21, 2022
6:00 PM
City Hall Council Chamber
Entrance is on O’Farrell Street
COUNCIL MEMBERS
Rick Bonilla, Mayor
Diane Papan, Deputy Mayor
Joe Goethals
Amourence Lee
Eric Rodriguez
AGENDA
THIS MEETING IS BEING HELD PURSUANT TO THE GOVERNOR’S EXECUTIVE ORDERS WHICH SUSPEND CERTAIN REQUIREMENTS OF THE BROWN ACT.
THIS MEETING CAN BE ATTENDED IN PERSON OR REMOTE BY JOINING ZOOM – SEE CODES BELOW.
PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND REMOTEL Y.
SEE END OF AGENDA FOR OPTIONS AND INSTRUCTIONS ON HOW TO PARTICIPATE IN THE MEETING.
To join via Zoom – click here:
November 21, 2022
To join via telephone: (408) 638-0968
Webinar ID: 880 4127 9827 Passcode: 618277
CALL TO ORDER
Roll Call
STUDY SESSION
The public will have an opportunity to comment during the consideration of these items.
1. Process for Filling a City Council Vacancy
Review the information provided in this report, consider public input, and direct staff on the process to select candidates and appoint a successor to fill the Council vacancy resulting from Deputy Mayor Papan's upcoming departure from Council.
ADJOURNMENT
----------------------------------------------------------------------------------------------------------------------------- AGENDAS:
Agendas and material are posted on the City’s website on the Friday preceding each Council Meeting and can be viewed on the City's website at
www.cityofsanmateo.org
. Any supplemental material distributed to the Council after the posting of the agenda will be made part of the official record.
WATCHING A MEETING ON TV:
City Council meetings are broadcast live on Comcast/channel 27, Wave/channel 26, or AT&T/channel 99.
For transmission problems during the broadcast, please call (650) 522-7099. For all other broadcast comments, call (650) 522-7040, Monday-Friday, 8 a.m. - 5 p.m.
WATCHING A MEETING ON A COMPUTER:
There are three ways to stream.
1) Public Meeting Portal
www.cityofsanmateo.org/publicmeetings
2) City YouTube channel and stream it on YouTube:
http://youtube.com/CityofSanMateo
3) Watch TV live stream:
https://www.cityofsanmateo.org/193/Channel-San-Mateo-Live-Stream
PUBLIC COMMENTS/REQUEST TO SPEAK
Prior to the Meeting
Send comments to:
[email protected]
until 4 p.m. the day of the meeting.
During the meeting
By Zoom:
Click the link at the top of the agenda and you’ll be added to the meeting. All attendees are muted by default. When the item of interest
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is open for consideration, select the “Raise Your Hand” icon and you will be called on at the appropriate time.
By telephone:
Call (408) 638-0968 and enter the conference ID found at the top of the meeting agenda. When the item of interest is open for consideration, select *9 to raise your hand. When called upon, press *6 to unmute, state your name and provide your comments.
In Person:
At the meeting complete a “Request to Speak” form, submit a request at the speaker kiosk or scan the QR code.
ACCESSIBILITY:
In compliance with the Americans with Disabilities Act, those with disabilities requiring special accommodations to participate in this meeting may contact the City Clerk’s Office at (650) 522-7040 or [email protected]
. Notification 48 hours prior to the meeting will
enable the City to make reasonable arrangements to ensure accessibility to this meeting.
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CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 1 Section Name: STUDY SESSION Account Number: 10-1111 File ID: 22-6819 TO: City Council
FROM: Drew Corbett, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: November 21, 2022
SUBJECT:
Process for Filling a City Council Vacancy
RECOMMENDATION:
Review the information provided in this report, consider public input, and direct staff on the process to select candidates and appoint a successor to fill the Council vacancy resulting from Deputy Mayor Papan's upcoming departure from Council.
BACKGROUND:
Deputy Mayor Diane Papan ran for office in the California State Assembly and was elected to the District 21 Assembly seat at the November 8, 2022 election. On November 17, 2022 Deputy Mayor Papan submitted her resignation letter to the City Clerk with an effective date of December 4, 2022. Her last meeting as a City Council Member will be December 1, 2022.
This study session is for Council to consider its options for filling this upcoming vacancy, and to provide direction to staff on how to proceed. This report outlines the law on the filling of Council vacancies and describes the different processes the Council has used to fill the five vacancies that have occurred since 1998.
The Law on Filling Council Vacancies
City of San Mateo voters established the rules for filling Council vacancies in Section 2.08 of the City’s charter. Section
2.08 provides that a City Council vacancy shall be filled by appointment by the Council. This section also establishes a 30- day time limit after the vacancy occurs for appointing the successor and provides that if the appointment is not made within this period, the appointment shall be made by the Mayor.
Papan was elected in 2020 for an at-large Council term that is set to end in December 2024; therefore, the appointed successor shall serve a two-year at-large term through December 2, 2024. The City recently transitioned to by-district City Council elections, with voters in Districts 1, 3, and 5 electing their first Council members by district in 2022. In 2024, voters in Districts 2 and 4 will elect their first Council members by district and there will no longer be at-large seats on the San Mateo City Council. The next election for Districts 1, 3, and 5 is November 2026.
The Processes used to Fill Previous Council Vacancies
While the charter provides that the City Council shall appoint a successor to fill a Council vacancy, it does not prescribe a procedure for selecting a successor. Since 1998, there have been five City Council vacancies.
Resignation of Council Member Jerry Hill
In 1998, a Council vacancy was created when Council Member Jerry Hill was elected to the Board of Supervisors. After discussing a number of options for filling the vacancy, the Council decided to appoint the next highest vote getter at
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the November 1997 Council election. This decision was made at a study session convened by the City Council in September 1998.
Death of Council Member Gary Yates
On May 20, 2000, Council Member Gary Yates passed away while in office. The Council conducted a study session at which it decided to solicit letters of interest from members of the public interested in serving on the Council. At its next meeting, the Council considered two motions to appoint a successor both of which failed by a 2-2 vote. The following day, the Mayor appointed the successor.
Resignation of Council Member Carole Groom
In 2008, a Council vacancy was created when Council Member Carole Groom was elected to the Board of Supervisors. To fill this vacancy, the Council adopted a three-step process for making the appointment. First, staff was directed to advertise and solicit interest in the appointment, and an application deadline was established. Then, a special meeting was set to allow those interested in the appointment to make a public presentation to the City Council. Finally, the day after the presentations, the Council held a second special meeting at which it selected the successor.
Resignation of Council Member Robert Ross
On December 31, 2014, Council Member Robert Ross resigned from City Council effective January 6, 2015. At a study session, Council decided on the procedure for appointment that included direction on advertising and involved the submitting of applications and presentations to the Council, as well as a formal Council vote by ballot.
Resignation of Council Member Maureen Freschet
Council Member Maureen Freschet stepped down from the City Council effective November 4, 2019. At a study session, Council decided to replicate the same process as was used for Ross’ resignation in 2014 that included advertising, application submittal, and a special meeting with presentations to the Council, and a formal vote by ballot.
Direction Needed
Attached to this staff report is a summary of the possible methods suggested to fill the vacancy as well as some concerns, a calendar timing matrix to assist in designing the process based on a 30-day timeframe, a sample notice announcing the vacancy and seeking applications, and a sample application that could be used. These pieces were updated based on the last Council recruitment in 2019.
To publicize the recruitment and seek applicants in the community, staff is proposing a widespread outreach campaign.
This would involve using the City’s digital channels including a high-visibility announcement on the website, social media platforms and numerous email listservs such as those receiving agenda notices for all Council, commission and board meetings. Noticing will be shared through community partners by placing several display advertisements in the San Mateo Daily Journal, running the announcement on the San Mateo TV channel, and sharing with the list of City Services Academy graduates as well as the City’s neighborhood associations.
Staff is seeking direction from Council with regard to:
1. The preferred recruitment method
2. Verification of proposed timing for the recruitment
3. Scheduling additional meeting(s) as may be required
BUDGET IMPACT:
Depending on Council’s direction, advertising through the Daily Journal and on the City’s social media platforms is recommended. An additional $2,500 to $5,000 may be needed in the City Clerk's advertising budget. If it is found additional funds are needed, a budget adjustment may be submitted after the costs are known.
ENVIRONMENTAL DETERMINATION:
This appointment process is not a project subject to CEQA, because it is an organizational or administrative activity that
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will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Papan's Letter of Resignation
Att 2 - Possible Appointment Methods Matrix
Att 3 - Timing Matrix
Att 4 - Sample Notice
Att 5 - Sample Application
STAFF CONTACT
Patrice Olds, City Clerk
[email protected]
(650) 522-7042
Prasanna W. Rasiah, City Attorney
[email protected]
(650) 522-7022
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November 17, 2022
Patrice M. Olds, City Clerk
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
Dear Patrice,
This letter serves as my official notice to the City of San Mateo that I will be resigning from my position on the City Council, effective December 4, 2022, at the end of the day. As you are aware, I am resigning because I have been elected to serve in the California State Assembly, District 21.
It has been an honor to serve the City of San Mateo as a member of the City Council, and I look forward to continuing to serve San Mateo in my new role.
Sincerely,
Diane D. Papan,
Deputy Mayor
cc: Drew Corbett, City Manager
Prasanna W. Rasiah, City Attorney
CITY OF SAN MATEO
DEPUTY MAYOR DIANE PAPAN
330 W. 20th Avenue
San Mateo, CA 94403
www.cityofsanmateo.org
(650) 522-7000
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Suggested Appointment Methods
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Method Timing Areas of Concern Advantages
1 Solicit letters of
interest and appoint
(may include
interviews)
•Promote in the community
•Allow at least two weeks after advertising to
receive and vet letters of interest
•Special meeting needed to vet and appoint
Less structured and does
not ensure that all
information desired would
be included
Allows for great flexibility in
applicants making their case
for appointment
2 Application and
presentation
•Promote in the community
•Allow at least two weeks after advertising to
receive and vet applications
•Special meeting needed to vet and appoint
Presentation allows for
demonstration to the
Council and members of the
public: vision, interest and
style. Easily captured on
camera to replay to citizens.
3 Application and
interview (similar to
board and commission)
•Promote in the community
•Allow at least two weeks after advertising to
receive and vet applications
•Special meeting needed to vet and appoint
Interviewing is the most
structured and allows for
the same questions of each
applicant and thus serves to
level the field.
4 Hybrid combination of
the above – interviews
and presentation
•Promote in the community
•Allow at least two weeks after advertising to
receive and vet applications
•Special meeting needed to vet and appoint
A little more time
consuming
Allows for Council and
community to see both
ability to present and
represent the community as
well as respond to probing
questions.
5 Other?
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Timing Matrix for Vacancy
Days Date Day Timeline
21-Nov Mon Study Session - Decide on process / Effective Date of resignation 22-Nov Tues Application available - website / press / mailing lists 23-Nov Wed Ads in paper
24-Nov Thu Thanksgiving Holiday
25-Nov Fri Thanksgiving Holiday
26-Nov Sat
27-Nov Sun Ads in paper / notices sent / website
28-Nov Mon Ads in paper
29-Nov Tues
30-Nov Wed Ads in paper
1-Dec Thu Ads in paper
2-Dec Fri
3-Dec Sat Ads in paper
0 4-Dec Sun Diane's Resignation effective Date
1 5-Dec Mon Council Meeting - Oath for Elected
2 6-Dec Tues
3 7-Dec Wed Deadline to submit application
4 8-Dec Thu Compile packet of applications and send to council 5 9-Dec Fri City Clerk contact candidates for presentation 6 10-Dec Sat
7 11-Dec Sun
8 12-Dec Mon Special Mtg / interviews / presentations / ballot 9 13-Dec Tues
10 14-Dec Wed Appointed Council Member Orientation (1/2 day) 11 15-Dec Thu Appointed Council Member Orientation (full day) 12 16-Dec Fri
13 17-Dec Sat
14 18-Dec Sun
15 19-Dec Mon
16 20-Dec Tues
17 21-Dec Wed
18 22-Dec Thu
19 23-Dec Fri
20 24-Dec Sat
21 25-Dec Sun Christmas
22 26-Dec Mon Holiday
23 27-Dec Tues
24 28-Dec Wed
25 29-Dec Thu
26 30-Dec Fri
27 31-Dec Sat
28 1-Jan Sun
29 2-Jan Mon Deadline for decision to be made.
30 3-Jan Tues Council Meeting
Holiday or Weekend
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APPLICATIONS FOR VACANCY
ON THE SAN MATEO CITY COUNCIL
AVAILABLE
The San Mateo City Council is seeking applications to fill a vacancy for the City Council position to be vacated by Diane Papan on December 4, 2022 for an interim at-large term from December 12, 2022 through December 2, 2024. Effective December 2024 the City’s Candidate election system transitions completely from an at-large system to a by-district system. In 2024 the voters will have an opportunity to first elect representatives from District 2 and 4 for a full four-year term in the November 5, 2024 general election.
Eligible applicants must be at least 18 years of age and a qualified elector and resident of the City of San Mateo, continuously, for at least 30 days by the time of appointment. The application also requires the filing of a Statement of Economic Interest (Form 700) for calendar year 2022.
The Council will be looking for an individual who has a thorough understanding of the issues facing the City and who can demonstrate a history of active civic leadership, community service and engagement in San Mateo. In addition to regular Council business, the individual selected must be available to actively participate as a Council liaison to numerous external agencies and organizations.
Applications are available at the City Clerk’s office, City Hall, 330 W. 20 th Avenue, San Mateo, or on the City’s website, www.cityofsanmateo.org, and must be submitted no later than 5:00 p.m. on December 7, 2022.
Any endorsements on behalf of candidates, via email, regular mail, or in writing are to be sent to the City Clerk at 330 W. 20 th Avenue, San Mateo, CA 94403.
<Optional>Applicants will make a 10-minute presentation at a Special City Council meeting on December 12, 2022, in the City Council Chambers located at City Hall. The City Council will consider all applications and make an appointment by ballot at this Special Meeting.
The new City Council member will be sworn into office at the December 12, 2022 City Council meeting following appointment proceedings. For additional information, please visit www.cityofsanmateo.org or contact City Clerk Patrice Olds at [email protected] or by calling (650) 522-7042.
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City of San Mateo
Application for Appointment to City Council Vacancy
Term ends December 2, 2024
Application Due by 5:00 p.m. on December 7, 2022
Full Name ____________________________________________________________________________________________________________ Home Address: ___________________________________________________________________________________ Home Phone: ____________________________________ Cell Phone: _______________________________________ Email: ___________________________________________________________________________________________ Occupation: _____________________________________________ Which District do you reside in? ______________ List a name of a person and contact information who can verify your occupation:
________________________________________________________________________________________________ How long have you resided in San Mateo? _____________________________________________________________ List the name of a person with contact information who can verify your domicile:
_________________________________________________________________________________________________ Education (optional: attach resume)
Work History and Experience (optional: attach resume)
Public Offices Held (Appointed or Elected) (optional: attach resume) Date and time Received:
________________________
Voter Registration ______
700 Form received:
________________________
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Supplemental Questions Please use a separate sheet to answer these supplemental questions.
Personal Statement Supplemental
1. Why are you interested in serving on the San Mateo City Council?
2. How much time would you be able to commit to serving on committees outside regular Council business? Experience, demonstrated civic leadership, and understanding of the issues Supplemental
3. What skills do you possess which qualify you to fill this office?
4. Please discuss your experiences with civic leadership and community engagement in San Mateo.
5. Describe your experience working in a group, receiving information, and arriving at consensus in decision making.
6. What do you see as the City’s top 3 challenges and how would you tackle them? Eligibility
Eligible applicants must be at least 18 years of age and a qualified elector and resident of the City of San Mateo, continuously, for at least 30 days by the time of appointment. The Council will be looking for an individual who has a thorough understanding of the issues facing the City and who can demonstrate a history of active civic leadership, community service and engagement in San Mateo. In addition to regular Council business, the individual selected must be available to actively participate as a Council liaison to numerous external agencies and organizations as well as San Mateo Commissions.
Instructions
Completed applications, with supplemental, and FPPC Form 700 Statement of Economic Interests (per Government Code 87200) must be received by the City Clerk’s Office by December 7, 2022. Deliver to: City Hall, 330 W. 20th Avenue, San Mateo, CA 94403.
A PDF version of the completed application and form may be emailed to the City Clerk at [email protected] by the deadline with a hard copy mailed or delivered within 24 hours. The email date will suffice to establish meeting the deadline.
Presentation
Qualified applicants will make a 10-minute presentation at a Special City Council Meeting on December 12, 2022. The topic of the 10-minute presentation is up to the applicant.
Endorsements
Any endorsements on behalf of candidates are asked to do so in writing: via email or regular mail and should be sent to the City Clerk at the above street or email address. All endorsements are public documents and will be included in the packet for Council consideration. Any endorsement not sent via the City Clerk and distributed to all of the City Council will be excluded.
Statement of Verification
I hereby certify that I am qualified to serve as a member of the San Mateo City Council. I legally reside in the City of San Mateo. I am 18 years of age or older and I have completed a Form 700 Statement of Economic Interests which is submitted with this application. I understand that my application and materials will be considered a public record and thus will be available for public inspection and copying. The completed applications may also be published on the City’s website.
_________________________________________________ _________________________________________ Signature Date
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