CC 07-31-2018 Item No. 6 Consolidating Commissions PresentationConsolidating Commissions
Background
●Commissions are advisory
bodies that serve at the will of
the Council
●Council requested that staff
explore the consolidation of
commissions in the 2018-19
Work Program
Evaluation Process
●Research commission
responsibilities and
topics/activities
●Meet with commissions
●Review commission budgets
●Review other city best practices
Parks & Recreation Commission
Responsibilities
●Meet at least once a month
●Advise the City Council on the planning &
development of parks, cultural activities,
historical resources, recreation,
community services (including schools,
sheriff, library, fire, and disaster
preparedness), and capital expenditures
related to community activities and
facilities
Parks & Recreation Commission
Recent Agenda Topics/Accomplishments
●Parks & Rec Master Plan
●Cupertino Pedestrian Transportation Plan
●Accreditation Process
●Property Improvements and Acquisition
●Summer, Neighborhood, and Teen
Programs/Events
●Recreation and Community Services Dept
Budget and Software
Parks & Recreation Commission
Cities Comparison
PARKS AND RECREACTION COMMISSION
Cities Has Parks & Rec Commission?Liaison
CUPERTINO Yes Rec & Community Svcs Director
CAMPBELL Yes Parks & Rec Director
GILROY Yes Rec Manager
LOS ALTOS Yes Rec & Community Svcs Director
LOS GATOS Parks Commission Parks & PW Dir
MENLO PARK Yes Asst Community Svcs Director
MILPITAS Parks, Rec & Cultural Reources Comm.Rec Manager
MORGAN HILL Yes Community Svcs Director
MOUNTAIN VIEW Yes Community Svcs Director
PALO ALTO Yes Community Svcs Director
REDWOOD CITY Parks, Rec & Community Svcs Comm. Parks, Rec & Coomunity Svcs Director
SAN MATEO Yes Parks & Rec Director
SANTA CLARA Yes Parks & Rec Director
SARATOGA Yes Rec Coordinator
SUNNYVALE Yes Parks Superintendent
SAN JOSE Yes Parks & Rec Analyst
Public Safety Commission
Responsibilities
●Meet at least once every other month
●Advise the City Council in all matters
pertaining to safety, traffic, police, fire
and other areas wherein the matter of
public safety may be of concern
Public Safety Commission
Recent Agenda Topics
●Cupertino Alert System
●Public Safety Education & Outreach
●Public Safety Forum
●Residential Burglary Prevention
●Senior Safety Forum
●Transportation Safety
●Emergency Preparedness
●Neighborhood Watch and Block Leaders
Public Safety Commission
Accomplishments
●Pulse Point
●Cupertino Alert System
●Public Safety Education & Outreach
●Public Safety Forum
●Senior Safety Forum
●Women’s self-defense workshop
●Outreach at Fall Fest, Earth Day,
National Night Out
Public Safety Commission
Cities Comparison
Cities
Has Public Safety
Commission?Liaison Has City Fire/Police?
CUPERTINO Yes Deputy City Manager No (County)/No
CAMPBELL No N/A No (County)/Yes
GILROY No N/A Yes/Yes
LOS ALTOS No N/A No (County)/Yes
LOS GATOS No N/A No (County)/Yes
MENLO PARK No N/A No (MP Fire District)/Yes
MILPITAS Emergency Preparedness Emergency Preparedness Coordinator Yes/Yes
MORGAN HILL No N/A No (Cal Fire)/Yes
MOUNTAIN VIEW No N/A Yes/Yes
PALO ALTO No N/A Yes/Yes
REDWOOD CITY No N/A Yes (with San Carlos)/Yes
SAN MATEO No N/A Yes (with Foster City and Belmont) /Yes
SANTA CLARA No N/A Yes/Yes
SARATOGA Public Safety Task Force Deputy City Manager No (County)/No
SUNNYVALE No N/A Yes (Pub. Safety Dept)/Yes
SAN JOSE No N/A Yes/Yes
PUBLIC SAFETY COMMISSION
Library Commission
Responsibilities
●Meet at least once every other month
●Consult with the City Council, City staff,
and the Santa Clara County Library JPA &
staff regarding:
●Recommendations for Cupertino
Library facilities and programs
●Act as liaison with private community
groups
Library Commission
Recent Agenda Topics
●Cupertino User Survey
●Poet Laureate Program
●Bicycle Thefts at Library
●Polling Box/Voting at Library
●Sustainability Speaker Series
●Community Hall usage
Library Commission
Accomplishments
●Provided Feedback on Cupertino
Library User Survey
●Supported Poet Laureate Program
●Supported Library Extended Hours
●Discussed Sustainability Speaker
Series
Library Commission
Cities Comparison
Cities Has a Library Commission?Liaison Library Operator
CUPERTINO Yes Asst. Rec & Community Svcs Director SCCLD
CAMPBELL Civic Improvement (includes Library)Deputy City Manager SCCLD
GILROY Yes Recreation Office Assistant SCCLD
LOS ALTOS Yes Recreation Manager SCCLD
LOS GATOS Library Board Library Director City
MENLO PARK Yes Asst. Library Dir City
MILPITAS Yes Housing/Neighborhood Svcs Manager SCCLD
MORGAN HILL Library, Culture and Arts Comm Community Svcs Director SCCLD
MOUNTAIN VIEW Library Board Library Director City
PALO ALTO Yes Library Director City
REDWOOD CITY Yes Library Director City
SAN MATEO Library Board Library Director City
SANTA CLARA Board of Library Trustees City Librarian City
SARATOGA Yes Deputy City Manager SCCLD
SUNNYVALE Board of Library Trustees Library & Community Svcs Director City
SAN JOSE Yes Admin Asst. to the City Librarian City
LIBRARY COMMISSION
Senior Advisory Council
Background
●Senior Citizen Commission dissolved in 2009
(recommended by the commission)
●Senior Advisory Council has 4 Board members
and 15 committee members
●Not a formal committee of the City but staffed
by Recreation and Community Services Dept
Senior Advisory Council
Responsibilities
●Meets every other month
●Discusses Senior Center programs
with staff and topics involving
senior citizens such as Age Friendly
Cities
●No formal agendas
Overall Commission Feedback
●Library and Public Safety Commissions
take on critical work
●Value more resident involvement rather
than less
●Scopes of work need to be more defined
●Concerns about capacity of the Parks
and Recreation Commission to take on
these new issues
Findings
●There is overlap in scope but not typically in
practice
●Public Safety Commission did have some
overlap with Bike/Ped Commission regarding
roadway safety
●Parks and Recreation Commission has a
heavy workload with ambitious work plan
●Budget savings are not significant, although
staff time could be spent on other programs
Recommended Best Practices
●Refine scopes of work to clarify roles and
eliminate overlap
●Refine commission procedures including the
establishment of work plans adopted by Council
●Work plans to drive the meetings
●Request that the Senior Advisory Council provide
quarterly updates to the Parks and Recreation
Commission
Options
●Keep current commission structure
●Consolidate and create formal City committees
for library and public safety/emergency
management
●Consolidate and engage with community groups
regarding library and public safety/emergency
management