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CC 01-25-2023 Item No. 2. Commissions and Committees_Staff PresentationStudy Session Regarding City Commissions and Committees January 25, 2023 CC 01-25-2023 Item No. 2 Objective ●Receive direction from City Council to consolidate certain Commissions and Committees due to their similar duties and responsibilities and proceed with necessary municipal code amendments Agenda 1.Introduction 2.Background ●Existing Commissions ●Existing Committees 3.Commissions and Committees in Other Cities in Santa Clara County 4.Staff’s Recommendation 5.Questions City Commissions Commission Primary Responsibilities Staff Liaison Arts and Culture Commission Advises Council and encourages the realization, preservation, and advancement of fine arts for the benefit of the citizens of Cupertino. Parks and Recreation Department Bicycle Pedestrian Commission Advises Council on transportation matters within Cupertino including bicycle and pedestrian traffic, parking, education, and recreation. Public Works Department Housing Commission Advises Council on housing policies and strategies, affordable housing projects, and sources of funding for affordable housing. Community and Development Department Library Commission Advises Council regarding library service in the community and serves as liaison between the City and the Santa Clara County Library JPA. Parks and Recreation Department Parks & Recreation Commission Advises Council on parks and recreation related activities, including park site acquisition and development, community activities, and recreation policies. Parks and Recreation Department City Commissions (cont.) Commission Primary Responsibilities Staff Liaison Planning Commission Advises Council on land use matters such as specific and general plans, zonings, and subdivisions. Reviews other matters as specified by City ordinances or Title VII of the Government Code of California. Community and Development Department Public Safety Commission Advises Council on areas relating to public safety, traffic, police, fire and other areas where public safety may be of concern. City Manager’s Office – Emergency Service Division Sustainability Commission Advises Council on major policy areas related to the environmental goals in Cupertino’s Climate Action Plan and General Plan’s Environmental Resources/Sustainability Element. City Manager’s Office – Sustainability Division Teen Commission Advises Council and staff on issues and projects important to youth in the Cupertino community. Parks and Recreation Department Technology, Information, & Communications Commission (TICC) Advises Council on all matters relating to telecommunications in Cupertino and provides support for community access television. Information and Technology Department City Committees Committee Primary Responsibilities Staff Liaison Administrative Hearing Committee Reviews applicable projects as outlined by municipal code. Community Development Department Audit Committee Reviews external and internal audit reports, monthly treasurer’s report, and city investment policies. Recommends appointment of external and internal auditors and recommends a budget format. Administrative Services Department Design Review Committee A subcommittee of the Planning Commission that reviews aspects of site and architectural design. Community Development Department Disaster Council Supports the City’s emergency management and preparedness responsibilities. City Manager’s Office – Emergency Service Economic Development Committee Enhances and promotes a strong local economy to provide municipal services that businesses and residents desire and need to maintain the community’s quality of life. City Manager’s Office – Economic Development Division City Committees (cont.) Committee Primary Responsibilities Staff Liaison Environmental Review Committee Evaluates the environmental analysis of a proposed project to determine whether the project may or may not have a significant effect on the environment Community Development Department Housing Element Community Engagement Plan (CEP) Committee Advise on the Housing Element outreach process with Housing and Planning Commission Chairs; Provide input on Community Engagement required to prepare the Housing Element Community Development Department Legislative Review Committee Makes recommendations on legislative advocacy issues and authorizes position letters for legislation that aligns with the Cityʹs Council-approved Legislative Platform. City Manager’s Office Council Subcommittees The following subcommittees are no longer active and would be discontinued. Audit Expansion subcommittee Bidding and Contract Process subcommittee Bubb Road subcommittee City Hall Renovation / Expansion Project subcommittee Community Funding Grant Program subcommittee Farmer’s Market subcommittee Fiscal Strategic Plan Committee Residential Design Standards subcommittee Council Subcommittees (cont.) In addition, the following subcommittees were approved by City Council with pending councilmember appointments. Closed Session Minutes subcommittee Legislative Aide selection subcommittee Summer Intern application review subcommittee Homelessness subcommittee Festival fee waiver subcommittee These subcommittees would also be discontinued and the City Manager would assume the lead role, consulting with Council as appropriate. Cities in Santa Clara County City Commissions and Committees Population Mountain View 19 82,272 Cupertino 17 66,762 Milpitas 17 84,196 Los Altos Hills 16 8,300 Los Altos 15 31,190 Palo Alto 14 67,019 Santa Clara 14 128,717 Gilroy 11 58,756 Campbell 11 42,288 Sunnyvale 11 156,503 Los Gatos 9 31,439 Saratoga 9 31,030 Morgan Hill 4 45,742 Monte Sereno 3 3,492 Staff Resources Commission Hours Spent Annually Bicycle Pedestrian 240 Fine Arts 200 Housing 220 Library 350 Parks and Recreation 750 Planning 1100 Public Safety 200 Sustainability 220 Teen 300 TICC 120 TOTAL 3,740 Committees Hours Spent Annually Administrative Hearing Committee 30 Audit Committee 230 Disaster Council 30 EconomicDevelopment 60 EnvironmentalReview 80 Design Review 40 Legislative Review 400 TOTAL 812 Staff’s Recommendation Receive direction from City Council to: 1)Consolidate certain Commissions and Committees into the following list 2)Discontinue all previously formed subcommittees, and 3)Proceed with preparation of necessary ordinance amendments. The following Commissions are to remain: ●Arts and Culture Commission ●Bicycle Pedestrian Commission ●Housing Commission ●Library Commission ●Parks & Recreation Commission ●Planning Commission (including functions that were previously designated for Design Review Committee and Environmental Review Committee) ●Public Safety Commission ●Sustainability Commission ●Teen Commission ●TICC (Technology, Information & Communication Commission) The following Committees are to remain: ●Administrative Hearing Committee ●Audit Committee ●Disaster Council The following Committees will either be consolidated, with another Commission, discontinued or delegated to Council: ●Design Review (Planning Commission) ●Economic Development Committee (City Council) ●Environmental Review Committee (Planning Commission) ●HE Engagement Plan (task concluded) ●Legislative Review Committee (City Council) Questions?