CC Exhibit 12-16-2014 Item No. 14 Proposed Notification Process for Council AssignmentsC(:2, ,1- `W J�L� -.�: �t�
Proposed Notification Process for Council Assignments
12/16/14
Our goal is to ensure Cupertino is represented oh -each committee and regional body with efficient
coordination and fair notice to alternates.
1) Karen Guerin (or alternate designee of the City Manager) will keep track of meeting notices for
all council:assignments.
2) Each Council Member who is the Primary will be responsible for sending an RSVP via email at
least 72 hours in advance to the meeting organizer, with copy to Karen.
3) If Primary Council Member does not notify at least 72 hours in advance, Karen will contact the
Alternate if applicable.
4) If Council Member fails to RSVP at least 72 hours in advance, or RSVPs but does not attend or is
late (e.g., fails to make roll call), the Alternate if applicable shall become the Primary (and the
Primary the Alternate) for the remainder of the year.
5) The 72 -hour provisions will not apply if the meeting is called on notice shorter than one week, in
which case Karen will immediately contact both Primary and Alternate to see who is available.
6) A Council Member who is traveling without regular email service shall notify Karen of the period
of their absence to expedite notification of the Alternate.
7) If both the Primary and Alternate are not available, the Mayor shall seek another Council
Member with Karen's help.
i
I
2015 Council Committees
Barry
Gilbert
Savita
Darcy
Rod
Primary'
Alternate
Meetings
Association of Bay Area Governments (ABAG)
4
5
1
1
3
Darcy
Savita
2x a year
Alt
Audit Committee (City of Cupertino)
2
5
5
5
1
Darcy & Rod
-
Quarterly
Comprehensive County Expressway Planning Study Policy
3
- 1
1
5
3
Savita
Barry
Next Meeting
Advisory Board
3/23/15
Disaster Council (Cupertino)
4
5
2
3
3
Savita
Darcy
Quarterly '
Economic Development Committee
-1
3
1
1
3
Barry & Savita
-
Quarterly
Environmental Review Committee
1
5
1
5
3
Barry
Savita
2x a month
ALT
Fiscal Strategic Planning Committee
2
1
4
1
1
Darcy & Rod
-
Monthly
March -June
Legislative Review Committee
1
1
4
5
3
Barry & Gilbert
-
As Needed
League of California Cities - Peninsula Division
4
ALL
3
5
3
ALL
-
3x a year
Dinner
Meetings
Santa Clara County Cities Association
Board of Directors
1
5
1
5
1
Rod
Gilbert
Monthly
City Selection Committee
1
5
1
5
1
Rod
Gilbert
As needed
Legislative Committee
1
5
1
5
1
Rod
Gilbert
As needed
ALT
2015 Council Committees
Barry
Gilbert
Savita
Darcy
Rod
Primary
Alternate
Meetings
Santa Clara County Library District Joint Powers Authority -
1
1
4
5
3
Gilbert
Barry
Quarterly
Santa Clara Valley Water Commission
5
5
1
2
3
Darcy
Savita j
Quarterly
2nd Alt: Timm
Borden
Santa Clara Valley Transportation Authority
1
5
1
5
3
Savita
Barry
Monthly
School Board Liasion
2
5
1
5
1
Rod
Savita
Quarterly
FUHSD, CUSD, Foothill-DeAnza Community College
District
ALT
Sister City Committees
2
1
3
1
3
Gilbert
Darcy
Monthly
(3 cities)
Stevens Creek Trail Joint Cities Working Team
5
5
1
1
3
Darcy
Savita
Quarterly
ALT
Staff Member: Gail Seeds
Tax Equity Allocation Committee
2
1
5
5
3
Barry & Gilbert
-
As Needed
West Valley Mayors and City Managers
ALT
5
5
1
Rod
Barry
Monthly