____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
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