Town of Yountville
Staff Report
6550 Yount Street
Yountville, CA 94599
Agenda Item #: {{section.number}}A
Yountville Town Council Staff Report
DATE: March 5, 2024
TO: Mayor and Town Council
FROM: Hilary Gaede, Acting Town Clerk
PREPARED BY: Hilary Gaede, Acting Town Clerk
RECOMMENDATION
Consider Appointment of one (1) individual to serve on the Parks and Recreation Advisory Commission to commence immediately and to expire on January 20, 2026.
DISCUSSION/BACKGROUND
On November 18, 2008, Council adopted Resolution Number 2731-08 dissolving the Community Hall Commission and establishing the Parks and Community Services Commission (PCSC) for the purpose of advising the Council and staff on matters that pertain to facilities, parks, public recreation, library, arts and cultural and historical activities, senior citizen and teen activities, volunteer services and user fees.
On December 4, 2012, the Town Council created the Yountville Arts Commission, which allowed staff to review the PCSC By-laws, which included removing the reference to the “arts” and reducing the composition of PCSC from 8 to 6 members.
On March 5, 2013, the Parks & Recreation Director brought forward additional changes to the PCSC By-laws, including changing the name to the Parks & Recreation Advisory Commission (PRAC), modifying the purpose, and changing the meeting frequency. PRAC serves in an advisory capacity to the Town Council in matters pertaining to parks, public recreation, library services, facilities, historical activities, senior citizens, youth and teen activities, volunteer services, and other program activities related to the mission of commission.
PRAC consists of five (5) voting community representatives serving two-year terms of office and one (1) Student member serving a one-year term of office. PRAC meets regularly during the odd months of the year (January, March, May, July, September, and November) on the third Thursday of the month at 6:00 p.m.
Recruitment
The Town posted a Notice of Vacancy on November 17, 2023 for the recruitment of four (4) community volunteers to serve on the Parks and Recreation Advisory Commission. The three (3) positions are vacant due to expiration of terms and one is an unfilled vacancy for the student representative position. Town Council approved two appointment at the January 16, 2024 meeting and one (1) vacancy remained unfilled. The Town continued to recruit until the additional applications were received. At the end of the application period three (3) applications were received. The applications received were from Brian Robert, Loreen Ruegg, and Hector Sanchez. No applications were received for the open student representative seat or and one commissioner vacancy remains.
The Town Council Handbook, Chapter II, Section Boards, Commissions, and Committee Appointments outlines a procedure for appointments in the instance the number of applications received is great than the number of vacancies and states, “The Town Council will interview applicants at one or more meetings during which each applicant will be evaluated by considering qualifications and performance during the interview(s). To ensure a fair and transparent process, each Councilmember is required to indicate their preferred applicant utilizing a ballot system. At the same or future meeting, the Town Council will consider appointment of the applicant(s) receiving the highest number of ballots. In the event two or more applicants receive an equal number of ballots (“tied applicants”) and there are fewer vacancies than tied applicants, the Council will resolve the tie by holding another round of balloting exclusively among the tied applicants. At the same or future meeting, the Town Council will consider appointment of the applicant(s) receiving the highest number of ballots. In the event the number of applicants equals the number of vacancies, the Town Council may waive the interviews and make the appointments based on the applicants' qualifications. This allows the Town Council to promptly fill available positions while ensuring all selected candidates meet the qualifications for their respective roles. All ballots shall be disclosable public records. The Town Council may choose not to appoint one or more applicants to fill a vacancy. In this instance, the Town Clerk will re-advertise the vacant position(s) to seek additional applicants.”
ENVIRONMENTAL REVIEW
Exempt per California Environmental Act (CEQA) Guideline, Section 15061(b)(3)
FISCAL IMPACT
Is there a Fiscal Impact? No
Is it Currently Budgeted? N/A
Where is it Budgeted? N/A
Is it Mandatory or Discretionary? Discretionary
Is there a Staff Resource Impact? Nominal
STRATEGIC PLAN GOAL
Is item Identified in Strategic Plan? Yes
If yes, Identify Strategic Goal and Objective.
Briefly Explain Relationship to Strategic Plan Goal and Objective. Involve the community in the Town governance process by utilizing community volunteers on our boards and commissions.