11-20-2018 Item No. 11 Commissions Review Presentationcc 11/20/18 #11
Commissions Review
CUPERTINO
Background
• Commissions are advi sory bodies that
serve at the w i ll of the Council
• At the July 3 p t Council meeting, Council
requested that staf f explore the structure
of commissions to recommend
improvements for efficiency and Council
engagement
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Cupertino Commissions
• Bicycle Pedestrian
Commission
• Fine Arts
Commission
• Housing
Commission
• Library Commission
• Parks & Recreation
Commission
• Planning
Commission
• Sustainability
Commission
• Teen Commission
• Technology,
Information &
Communications
Commission
Improving Council Engagement
Council Liaisons
• Currently, commissions are assigned a staff liaison
to provide administrative support and information
• Some cities have Council liaisons assigned
• Can facilitate the exchange of information
between a Council and its commissions
• Do not participate as an active member of
commissions
• Do not to speak on behalf of Council on matters
not previously discussed as a whole
• Meeting attendance is typically optional
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Improving Council Engagement
Council Liaisons
COUNCIL LIA ISO NS I N OTHER CITIES
Council liaisons are assigned to Council liaisons are NOT assigned to
Commiss ion s Commissions
CUPERTINO
LOS ALTOS CAMPBELL
LOS ALTOS IDLLS GILROY
MILPITAS (except quasi-judicial) LOS GATOS
MENLO PARK PALO ALTO (except quasi-judicial) MORGAN HILL
SANJOSE MOUNTAIN VIEW SAN MATEO REDWOOD CITY SUNNYVAL E (except quasi-judicial)
SANTA CLARA
SARATOGA
Improving Council Engagement
Council Liaisons
Pros
• Provides an
opportunity for
commissioners to
connect with a
member of Council
• Council liaisons can
report back to ful l
Council
Cons
• May be duplicative of
staff liaison
• May have undue
influence during
commission meetings
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Improving Council Engagement
Council Approved Work Programs
• Identifies commission priorities and
deliverables
• Currently not required
Improving Council Engagement
Council Approved Work Programs
COMMISSION WORK PROGRAMS IN OTHER CITIES
No formal work Work programs are formally Work program reviewed at I
program required approved by Council joint meeting with Council
CUPERTINO GILROY LOS ALTOS
CAMPBELL LOS GATOS
LOS ALTOS HnLS MENLOPARK
PALO ALTO MORGANHnL
SANMATEO MOUNTAIN VIEW
SANTA CLARA REDWOOD CITY
SARATOGA
SANJOSE
SUNNYVALE
MILPITAS (in the process of
formalizing this reouirement)
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Improving Council Engagement
Council Approved Work Programs
Pros
• Prov i des guidance &
Council direction on
com mission work
• Can focus on Council
priori ties
• Monitoring of
deliverables
Cons
• Additional items to
Council
• Potential delays to work
programs
Improving Council Engagement
Council Approved Work Programs
• Staff Recommendation:
• Require that all commissions submit an
annual work program for Council
approval
• Only significant changes to approved
work programs would be subject to
Council review
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Improving Council Engagement
Minutes for Mayor's Meetings
• The Mayor holds monthly meetings with
representatives from each commission
• Currently minutes ore not token
• No other local cities surveyed hold monthly
Mayor's meetings
• Walnut Creek has a quarterly Mayor's
meeting with minutes provided to the full
Council
Improving Council Engagement
Minutes for Mayor's Meetings
Pros
• Another level of
engagement with
commissions and full
Council if minutes
ore provided
Cons
• Approval of minutes
would be difficult as
commissions rotate
attendance
• An attendee or staff
would need to take
minutes
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Improving Council Engagement
Minutes for Mayor's Meetings
• Staff Recommendation:
• Have the Mayor provide a summary
update on the Mayor's meetings
during the reports out to Council to
keep the remaining councilmembers
informed on commission activities.
Efficiency and Consistency
St a n dardized Parliamentary Procedure
• Commissions may adopt rules and procedures to
help them accomplish their duties
• Currently, no such procedures have been
formally adopted
• Some commissions follow Robert's Rules of Order
while many do not follow a formal procedure
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Efficiency and Consistency
Standardized Parliamentary Procedure
CITY SURVEY ON PAR LIAM ENT ARY PROC EDURES
Local Cities Rosen J:o erJ(sRules Rohert'sRules Sturgis Parl.i:un erit .1.ry Procedure City-Specific-Rules-and Procedurn--
Canuiliell
Gilrov
Los Altos
Los Altos Hills
Los Gatos
Menlo Park
MiloitdS
Morgan HiU
Mowttain View
Palo Alto
Redwocxl City
San Jose
San i'~1teo
SantaOara
Smuw vale
LOCAL CITTES COUNT
IOTHER CITTES COUNT I
TO TAL
I '
I
X
X
X
15
X
X
X
X
1
8
15
X
Modified based on Robert's and
Rosenbenfs
Efficiency and Consistency
Standardized Parliamentary Procedure
Pros --
• Facilitates
productive
meetings
• Standardization
would streamline
training
Cons
• Less flexibility
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Efficiency and Consistency
Standardized Parliamentary Procedure
• Staff Recommendation:
• Adopt Rosenberg's Rules of Order
for all commissions
• For consistency, adopt Rosenberg's
Rules of Order for City Council
meetings
Efficiency and Consistency
Minutes and Records
• Currently, commissions take either
summary or action meeting minutes
• Only Planning Commission and Parks &
Recreation Commission are video
recorded
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Efficiency and Consistency
Minutes and Records
• Action Minutes
• Strictly communicate the actions
• Toke less staff time
• Not comprehensive of discussion
• Can be supplemented with audio
recording
Efficiency and Consistency
Minutes and Records
• Summary Minutes
• Provide more detailed descriptions of
discussion
• Toke additional staff time (Est. 2x mtg
length)
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COMM ISSION MEETI NG R ECORDS IN OTHER CITIES
City Type of Commission Minules Commissions Recor ded Other than Planning
Commission?
CU PE RT INO Action and summary Pa rks and Recrea ti on Commission is video recorded
CAMPBELL Action and summary Planning Commission is video recorded
G ILROY Action w/ brief su mmary All other mm missions il re audio rerorded
LOS ALTOS Actim All other commissions are audio rerorded
LOS ALTOS HI LLS Action and summa ry NIA
LOS GATOS Actim All other commissions are audio rerorded
MENLO P ARK Action w/ summary m inu tes fo r Complete Streets Comm ission (Specia l meetings) is
Planning Commission video rerorded
MIL PITAS Action w/ summary minutes for AU other com missions are audio rerorded Plan n ing Commission
MORGAN HILL Action All rommission m eetings a re video rerorded
MOUNTAIN VIEW Actioo All other oommissions are audio remrded
S um m ary w/ verbatim minutes for
PALO ALTO P la n ning & T ra nSJX)rta tion All commissions ,ue video recorded
Commission
RED WOO D CITY Actim w/ sum mary m in u tes for
N/A Planning C<mmission
SAN JOSE Action All other com missions are audio remrded
Policy outlines a ction minu tes but is Sustainability &: Infrast ructure Comm issim is video
SAN MATEO a m ix cl a ction and summary remrded and some oth er mmm issions are audio
minutes in practice rro,rded
SANTA CLARA Action All othe rs comm issions a re audio recorded
SARATOGA Actim NIA
SUNNYVA LE Action All other commissions are audio remrded
Efficiency and Consistency
Minutes and Records
• Staff Recommendation:
• Require that all commissions take the
same type of minutes. Choose either:
a) action minutes and audio recordings
with the retention schedule updated
to reflect that audio files should be
permanent records; or
b) summary minutes
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Efficiency and Consistency
Duplication
• Commissions typically do not overlap in
practice
• Parks and Recreation Commission
mandate includes "Sheriff, Library, Fire,
and Disaster Preparedness"
• Staff Recommendation:
• Remove this language
Efficiency and Consistency
Duplication
• Senior Citizen Commission disbanded in 2009
• Non-profit Senior Advisory Council
• 4 Board members and 15 committee
members
• Not a formal body of the City but staffed by
Recreation and Community Services Dept
• Advisory to Senior Center staff
• Facilitates the bingo program
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Efficiency and Consistency
Duplication
SENIOR COMMISSIONS IN OTHER C IT IES
Cities Senior Commission S taff liaison
CU PERTI NO Se ni or Advisory Council Recreation Supervisor
CAMPBELL N/A N/A
GILROY N /A N/A
LOS ALTOS c•
LOS ALTOS HILLS Senior Commission (LA/LAH shared) Rec. Supervisor
LOS GATOS Community & Senior Svcs Commission Assis tant Town Ma nager
MENLO PARK N/A N/A
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J
I
J
l
MILP ITAS Senior Advisory Commission Rec . Su pervisor & Public Svcs Attend
MOJlGANHnL N/A N/A .I
MOUNTAIN V IEW Senior Advisory Committee Rec. Supervisor I
PALO ALTO N/A N/A J
RE DWOOD CITY S enior A ffa irs Commi ssion Pa rk s, Rec., & Commun ity Svcs Man i
SAN MATEO St!nior Citizens Commission Comm. Svcs Section Manager J
SANTA CLARA Se nior Advisory Commission Rec. Supervisor
SARATOGA N/A N/A
Senior Center Advisory Committee Senior Center Manager S U NNYVALE (advisory to st aff & aoooi nted by stilff)
SAN JOSE &?nior Citizens Commission Rec. Su"'•rvic:r,r
Efficiency and Consistency
Duplication
• Senior Advisory Council
• Does not serve at the will of the Council
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I
I
• Currently representative of th e City's Senior demographi_c
but could change as members are self-selected by the
body
• Is willing to advise on senior topics
• Senior Commission
• Would serve at the will of the Council
• Members appointed by Council
• Would req uire adc:iitional staff time and Council oversight
• May be duplicative of Advisory Council
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Efficiency and Consistency
Duplication
• Staff Recommendation:
• Have the Parks and Recreation Commission
Collaborate with the Senior Advisory
Council to address any requests from
Council regarding senior citizen topics
• Include "senior services" in Parks and
Recreation Commission mandate
• Request that the Advisory Council provide
quarterly updates to Parks and Recreation
Commission
Efficiency and Consistency
Facilitating Collaboration
• If a topic is relevant to more than one
commission, they should collaborate
• Identifying collaboration opportunities:
• Commissioners
• Staff liaisons
• Work programs
• Mayor's meetings
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Committees
• Audit Committee
• Design Review Committee
• Disaster Council
• Economic Development Committee
• Environmental Review Committee
• Fisca l Strateg i c Plan Committee
• Legis l ative Review Committee
Committees
• Staff Recommendation:
• Adopt Rosenberg's Rules of Order
for committees as well
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Internal Consistency
Municipal Code Amendments
• Inconsistencies were identified in the Municipal
Code
• Teen Commission not codified
• Language regarding records
• Outdated and conflicting Resolution
numbers
• Disaster Council had two sections on
membership with contradictory assignments of
Vice-Chair
Internal Consistency
Municipal Code Amendments
• Staff Recommendation:
• Amend the Municipal Code to:
• Include the Teen Commission
• Address the inconsistencies and
contradictions
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Code of Ethics and Conduct
• Majority of cities surveyed adopted a
formal code of conduct or ethics for
commissions to abide by
• San Mateo, Santa Clara, and Sunnyvale
clearly state that any violation of the
code of ethics and conduct are ground
for removal as a commissioner
Code of Ethics and Conduct
• Can cover topics such as:
• Conflict of interest
• Confidentiality
• Advocacy
• Acting in the public interest
• Proper use of an individual's City title and
position
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Code of Ethics and Conduct
• Staff Recommendation:
• Adopt Draft Resolution to Adopt a Code of
Ethics and Conduct for Elected and
Appointed Officials
• Require elected and appointed officials to
sign and acknowledge receipt of the Code
of Ethics and Conduct
Summary of Recommendations
1. Require that all commissions submit an annual work
program for Council approval. Only significant
changes to approved work plans would be subject to
Council review.
2 . Have the Mayor provide a summary update on the
Mayor's meetings during the reports out to Council to
keep the remaining councilmembers informed on
commission activities
3 . Adopt Rosenberg's Rules of Order for all commissions
and committees
aJ For consistency, adopt Rosenberg's Ru les of
Order for City Council meetings
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Summary of Recommendations
4 . Requi re that all commissions take the same type of
minutes. Choose either :
a ) action minutes and audio recordings with the
retention schedu le updated to reflect that
audio files should be permanent records; or
b ) summary minutes
s. Direct the Parks and Recreation Commission to
collaborate with the Senior Advisory Council when
addressing senior citizen issues and request that the
Senior Advisory Counci l consider providing quarterly
updates to the Parks and Recreation Commission
Summary of Recommendations
6 . Conduct first reading of Draft Ordinance to Amend
the Municipal Code to Clarify and Improve
Consistency
7 . Conduct first reading Draft Ord inance to Add Teen
Commission
a. Adopt Draft Resolution to Adopt a Code qf Ethics and
Conduct for Elected and Appointed Officials
9. Require elected and appointed officials to sign and
acknowledge receipt of the Code of Ethics and
Conduct
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Next Steps
• Training
• Work programs
• Minutes
• Rosenberg's Rules of Order (Or other
chosen structure)
• Collaboration
• Code of Ethics and Conduct
• Updating the Commissioner's Handbook
accordingly
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