CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM REPORT
Meeting December 20, 2022
To: Honorable City Councilmembers
From: Mayor Hinton
Subject: A Streamline Process for Appointments to City Council Committee Assignments Using an Advance Request System
Recommendation: City Council to Discuss the Proposal for Mayor to make recommendations for City Council Committee Assignments with final appointments by full City Council Discussion at subsequent meeting
Funding: Currently Budgeted: _____ Yes _____ No _xxx____ N/A Net General Fund Cost: $
Amount: $
Account Code/Costs authorized in City Approved Budget: AK___(verified by Administrative Services Department) INTRODUCTION/PURPOSE:
This item is to request that City Council Discuss the Proposal for Mayor to make recommendations for City Council Committee Assignments with City Council Ratification/Approval of Recommendations.
BACKGROUND:
Currently, each year, the City Council makes appointments to the various committees. Committees include:
1) City membership in a separate agency where the representative is a member of the governing board; 2) the City representative is a member of an advisory committee that makes recommendations to another public agency;
3) a Council member or Staff member is appointed as a liaison to a special committee; 4) other miscellaneous committees; and
5) Council created Ad Hoc or Standing Committees or Subcommittees DISCUSSION:
Currently, at a publicly noticed Council meeting, the Council as a whole reviews and discusses the City Council Committee Assignments for the upcoming Calendar Year. The Council is provided a list of Committees and the City Council reviews each committee asking for volunteers or those interested on serving on the committee.
Once everyone has submitted their names, Councilmembers interested would provide comments and advocate for their appointment to a committee; and then the Council would discusses the appointment to the committee.
After discussion the Council would recommend the Councilmember to the committee.
For City staff assignments, the City Manager makes recommendations for Department Director Assignments.
The item tonight is a proposal for a new process for City Council Committee Assignments. It is anticipated that this would streamline the process and allow individual Councilmembers to put forward their interests in which committees to the Mayor who will make recommendations to the full City Council.
Agenda Item Number: 9 Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
The process is proposed as follows:
Upon Notification of Certification of the Election or by December 15th of each year, the Mayor will send to all Councilmembers and Councilmember Elects, a copy of the Current City Council Committee Assignments as well as an application that a Councilmember would fill out and return to the Mayor for consideration. The application will contain the category of committee; Councilmember’s request to be appointed to the Committee; Councilmember’s stated interests /justification for appointment; and ranking for Committee assignment.
The Mayor would then review the applications submitted, speak with the Councilmember to obtain any additional information on their interest to serve on the committee, and provide a recommendation at the first meeting in January of each year of Council Committee Assignments. The mayor’s recommendation would then be submitted to the full City Council for discussion and final appointments. All applications will be public documents and will be attached to the agenda item for transparency.
Unassigned open committee appointments would similarly be discussed and decided upon by the full council. (The application for city council members stating interest in committee assignments will be provided no later than the City Council meeting.)
Analysis:
City staff researched the Sonoma County cities for determination of their assignment process. Information received as of the writing of this agenda item is listed in the table below.
Sonoma
County
City/Town
Mayor
Appoints
Mayor Appoints with Council
Ratification/Approval
Council Appoints as a Whole
Cloverdale Councilmember ranking of their
Subcommittee preference from 1-6 (one
being the highest or most preferred) for
each of the Council subcommittees
As well as:
Use of preference indication worksheets to
the City Council to facilitate the
subcommittee selection process. The
results of the preference
forms submitted by the Councilmembers
will be compiled and presented to the City
Council with draft appointment
recommendations.
City Council completes and return the
preference indication worksheets forms to
enable the City Manager to provide a draft
recommendation
Cotati In Cotati, we have a nomination, a second,
and then the entire Council votes to
approve the appointment.
Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
Healdsburg Council appoints as a whole.
Petaluma Mayor notifies the Councilmembers
and/or Councilmembers-elect by
December 1st of each year of all
upcoming openings for Council
representation on City, County, regional
and other outside commissions. Before
the first meeting in January,
Councilmembers advise the Mayor of
those positions they would be interested
in serving on for the upcoming calendar
year. At the first meeting in January, the
Mayor provides their recommendations
as to the appointments and Council
approves/ratifies.
Rohnert Park The Mayor
makes
standing
committee;
ad hoc
committee
and liaison
appointments.
Mayor nominates outside agency
appointments but they are confirmed by
the Council
LIAISON ASSIGNMENTS
The Mayor assigns liaisons to various
outside agencies, committees,
commissions,
boards, and taskforces.
1. Unless acting in an official liaison
capacity, individual Councilmembers
should
refrain from attending meetings
organized or chaired by City staff which
are not open to the public.
2. Liaisons are obligated to keep Council
well informed on activities pertaining to
Rohnert Park via the Council Committee
and Other Reports at Council meetings.
3. City staff may serve as a liaison with
the concurrence of the City Manager.
OUTSIDE AGENCY APPOINTMENTS
The Mayor nominates and the City
Council confirms by majority vote of the
membership appointments to outside
agencies, committees, commissions,
boards, and
taskforces.
1. An appointee’s role is to represent the
City on matters affecting the City of
Rohnert Park. Appointees have no
Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
authority to appropriate City funds
except as otherwise
approved by the City Council.
2. Appointees are obligated to keep
Council well informed via Council
meetings or City staff.
3. Appointees are expected to attend
meetings on a regular and consistent
basis.
4. Each appointee serves at the pleasure
of the City Council. Any City
Councilmember
may bring forward a proposal to remove
an appointee. Three affirmative votes of
the City Council are required to remove
an appointee.
5. City staff may be appointed with the
concurrence of the City Manager.
COUNCIL COMMITTEES
The City Council from time to time forms
committees. These committees are
formed to study, investigate, and make
recommendations to the full Council
regarding specific topics. In some
instances these are standing committees
and in
other instances these are ad hoc
committees.
Appointment
Council committees will be appointed by
the Mayor. Committee members will be
promptly notified of their selection and
the scope of the committee assignment.
The Mayor will designate the term of the
committee and identify whether it is a
standing appointment (on-going) or a
short-term (ad hoc) assignment.
Santa Rosa
Sebastopol Currently Council appoints as a whole.
Sonoma Mayor makes the appointments and the
Council ratifies as a whole.
Windsor Council decides as a whole
Council does down the list of each
committee as a whole and discusses each
committee individually then makes
recommendation for appointment
Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
City Council / General Plan Goals:
This item reflects the City Council Goals and Values as listed below:
The City of Sebastopol is committed to maintaining a high quality of life for current and future members of our community, through excellent public service and careful stewardship of its financial, human, and natural resources.
Goal 5 - Provide Open and Responsive Municipal Government Leadership ENVIRONMENTAL REVIEW:
Council receipt of this item is not a project under the California Environmental Quality Act (CEQA) and is therefore Exempt from CEQA.
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comments from interested parties following the publication and distribution of this staff reportsuch comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the “Public Comment” portion of the City Council discussion of this item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Information about the agenda item (link to the City Council meeting page) is also disseminated via the City’s Constant Contact, posted to the City’s website and posted to the Display Board at City Hall).
FISCAL IMPACT:
There is no impact with this action tonight.
RECOMMENDATION: That the City Council Discuss the Proposal for the Mayor to make recommendations for City Council and Committee Assignments with City Council Ratification/Approval of Recommendations.
Attachment(s):
DRAFT Application
Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
PROPOSED: 2023 CITY COUNCIL AND CITY STAFF COMMITTEE ASSIGNMENTS
A. Separate Formal Agencies (Where City Council Members and/or staff sit as a Member of another Governing Board – With Separate Staff, Budget and Facilities)
2023 Committee Preference
City Councilmember Name: __________________________________________ Signature: _________________________ Date:_____________ Please consider me to serve as a member of the following CATEGORY A (Separate Formal Agencies (Where City Council Members and/or staff sit as a Member of another Governing Board – With Separate Staff, Budget and Facilities) Committees as listed above:
Committee Name: ______________________________
Request to be Primary Liaison/Representative: ___________ Request to be Alternate: ___________
Reason for Interest for this Committee:
Item
Number
Committee Name Committee Member
/Representative/Liaison
Alternate Ranked
First
Ranked
Second
1 Marín/Sonoma Mosquito & Vector Control District.
(2- or 4-Year Term). City has typically appointed for
two years.
Term Ends: December 31, 2023
2 Redwood Empire Municipal Insurance Fund (REMIF)
CIRA (Vice President – Larry McLaughlin)
CIRA – California Intergovernmental Risk Authority
Staff Staff
3A Sonoma County Transportation Authority (SCTA)
3B Regional Climate Protection Agency (RCPA)
*Rep should be same Rep as SCTA
4 Sonoma Clean Power (SCP) Authority
Board of Directors
If representatives change, staff will need to prepare
a resolution to send to Sonoma Clean Power)
5 Zero Waste Sonoma Board
6 Zero Waste Sonoma SB 1383 Technical Group Staff Staff Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
PROPOSED: 2023 CITY COUNCIL AND CITY STAFF COMMITTEE ASSIGNMENTS
B. County Wide Advisory Committees:
2023 Committee Preference
City Councilmember Name: __________________________________________ Signature: _________________________ Date:_____________ Please consider me to serve as a member of the following CATEGORY B (County Wide Advisory Committees) Committees as listed above:
Committee Name: ______________________________
Request to be Primary Liaison/Representative: ___________ Request to be Alternate: ___________
Reason for Interest for this Committee:
Item
Number
Committee Name Committee Member
/Representative/Liaison
Alternate Ranked First Ranked Second
1 AB 939 Local Task Force Sunny Galbraith
Three Year Term
Ends December 2024
2 Community Development Commission Cities
& Towns Advisory Committee(CTAC)
Staff Staff
3 County-wide Bicycle and Pedestrian
Advisory Committee (CBPAC)
Staff Staff
4 GSA Board/ Santa Rosa Plain GSA Basin
5. MS4 Storm Water Co-Permittee Working
Group
Staff Staff
6. Russian River Watershed Association Board
of Directors
GHD
7 Santa Rosa Plain Groundwater Management
Plan Basin Technical Advisory Committee
Staff Staff
8 Sonoma County Transportation Authority
Planning Advisory Committee (SCTA PAC)
Staff Staff
9 Sonoma County Transportation Authority
Technical Advisory Committee (SCTA TAC)
GHD Staff
10 Sub regional Partners Technical Advisory
Committee (TAC)
GHD Staff
11 Zone 1A Advisory Committee (Sonoma
County Water Agency)
GHD Staff
Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
PROPOSED: 2023 CITY COUNCIL AND CITY STAFF COMMITTEE ASSIGNMENTS
C. Other Governmental Agencies
2023 Committee Preference
City Councilmember Name: __________________________________________ Signature: _________________________ Date:_____________ Please consider me to serve as a member of the following CATEGORY C (Other Governmental Agencies) Committees as listed above:
Committee Name: ______________________________
Request to be Primary Liaison/Representative: ___________ Request to be Alternate: ___________
Reason for Interest for this Committee:
Item
Number
Committee Name Committee Member
/Representative/Liaison
Alternate Ranked First Ranked Second
1 Association of Bay Area Governments
(ABAG)
Voting Delegate:
Mayor
Alternate:
Vice Mayor
2 League of CA Cities/CAL Cities Voting Delegate:
Mayor
Alternate:
Vice Mayor or
as designated
(Must be in
attendance at
meetings)
3 Legislative Committee
4 Mayors and Councilmembers Association
Board and City Selection Committee
Mayor Vice Mayor or
as designated
(Must be in
attendance at
meetings)
Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
PROPOSED: 2023 CITY COUNCIL AND CITY STAFF COMMITTEE ASSIGNMENTS
D. Council Liaison
2023 Committee Preference
City Councilmember Name: __________________________________________ Signature: _________________________ Date:_____________ Please consider me to serve as a member of the following CATEGORY D (Council Liaison) Committees as listed above:
Committee Name: ______________________________
Request to be Primary Liaison/Representative: ___________ Request to be Alternate: ___________
Reason for Interest for this Committee:
Item
Number
Committee Name Committee Member
/Representative/Liaison
Alternate Ranked First Ranked Second
1 Gravenstein Health Action Coalition
2 Laguna Stakeholders Committee
3 LANTERN
4 Library Advisory Board for Sebastopol
Regional Branch
5 Sebastopol Area Chamber of Commerce
6 Sebastopol Center for the Arts
7 Sebastopol Community Cultural Center
8 Sebastopol Downtown Association (SDA)
Liaison
9 Sebastopol Senior Center
10 Sebastopol World Friends
11 Meet Your Neighbor (MYN) and Sebastopol
Neighborhood Communications Unit (SNCU)
Agenda Item Number: 9
Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022
PROPOSED: 2023 CITY COUNCIL AND CITY STAFF COMMITTEE ASSIGNMENTS E. City Council Created Ad Hoc or Standing Committees
2023 Committee Preference
City Councilmember Name: __________________________________________ Signature: _________________________ Date:_____________ Please consider me to serve as a member of the following CATEGORY E (City Council Created Ad Hoc or Standing Committees) Committees as listed above:
Committee Name: ______________________________
Request to be Primary Liaison/Representative: ___________ Request to be Alternate: ___________
Reason for Interest for this Committee:
Item
Number
Committee Name Committee Member /Representative/Liaison Alternate Ranked First Ranked Second 1 Agenda Review Committee Mayor
Vice Mayor
City Manager
City Attorney
Assistant City Manager
City Clerk
N/A
2 Budget Committee Two Councilmembers
City Manager/City Attorney
Assistant City Manager/City Clerk
Administrative Services Director
N/A
3 Fire
Dept Funding &
Staffing
Committee
Two Councilmembers
City Manager/Attorney
Assistant City Manager/City Clerk
Fire Chief
N/A
4 Design Guideline
Subcommittee
Members – 1 CC, 1 PC, 2
DRB members
Former Mayor was designated Due to
Architecture Profession
Planning Commissioner Fritz
DRB member Langberg
DRB member Level
Staff: Planning Director, Associate Planner
N/A
5 Relaunch Sebastopol Two Councilmembers
City Staff
6 City Wide Staffing
Assessment Study
Committee
Two Councilmembers
City Manager/Attorney
Assistant City Manager/City Clerk
7 Climate Action Committee
(Combined Members of the
Zero Waste Committee)
New Make Up Below
RCPA/SCTA Councilmember
Zero Waste Sonoma Councilmember
Planning Commission Liaison
Gerald Glaser
Sunali Shanti Sikand
Alex Goodman
Woody Hastings
Dena Allen
Argus Brent
Josho Somine
Ambrosia Thomson
Kenna Lee
Liselotte Pierce
Deborah Burnes
Evert Fernandez, Planning Commissioner
Sarah Gurney, Councilmember
Diana Rich, Councilmember
N/A
8 Council Liaison to Homeless
Service Organizations
One Councilmember
Staff Liaison: Planning Director
N/A
Agenda Item Number: 9 Agenda Item Number: 9
City Council Meeting Packet of: December 20, 2022