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CC 12-07-2021 Study Session Item No. 2 Commissions and Committees_Staff PresentationDecember 7, 2021 Commissions and Committees CC 12-07-2021 Study Session Item No. 2 1.Background 2.Current Commissions 3.Current Committees 4.Commissions/Committees in Other Cities A.Commissions B. Committees 5.Commission Membership Requirements 7.Senior Services 8.Housing 9.Fine Arts Name Change 10.Committee Charters 11.Scope of the ERC 12.Impact of Adding Commissions 13.Interim City Manager Observations 14.Recommendation Presentation Outline •FY 2019-20 City Work Program •Consider new commissions and committees to address Cupertino’s needs. •Traffic and Transportation •Economic Development •Senior Services •FY 2020-21 City Work Program •Review Scope of the ERC 1. Background 1. Background cont. •FY 2021-22 City Work Program •Fine Arts Name Change •Develop Charters for: •Economic Development Committee •Fiscal Strategic Development Committee 2. Current Commissions Commission Summary Description Bicycle Pedestrian Advises Council on transportation matters within Cupertino including bicycle and pedestrian traffic, parking, education, and recreation. Fine Arts Advises Council and encourages the realization, preservation, and advancement of fine arts for the benefit o the citizens of Cupertino. Housing Advises Council on housing policies and strategies, affordable housing projects, and sources of funding for affordable housing. Library Advises Council regarding library service in the community and serves as liaison between the City and the Santa Clara County Library JPA. Parks & Recreation Advises Council on parks and recreation related activities, including park site acquisition and development, community activities, and recreation policies. Planning 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. -Design Review Committee A subcommittee of the Planning Commission that reviews aspects of site and architectural design. Public Safety Advises Council on areas relating to public safety, traffic, police, fire and other areas where public safety may be of concern. Sustainability 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. Teen Advises Council and staff on issues and projects important to youth in the Cupertino community. Technology, Information, & Communications (TICC) Advises Council on all matters relating to telecommunications in Cupertino and provides support for community access television. 3. Current Committees Committee Summary Description 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. Disaster Council Supports the City’s emergency management and preparedness responsibilities. 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. Environmental Review Committee Evaluates the initial study of a proposed project to determine whether the project may or may not have a significant effect on the environment. Fiscal Strategic Plan Committee Confers, strategizes, and plans for current as well as future activities that have a fiscal impact on the City. Legislative Review Committee Makes recommendations on legislative advocacy issues and authorizes position letters for legislation that aligns with the City's Council-approved Legislative Platform. 4. Commissions and Committees in Other Cities Commissions and Committees in Other Cities City # of Commissions  and Committees Population FTE* Mountain View 19 82,272 253 Cupertino 17 66,762 198 Milpitas 17 84,196 230 Los Altos Hills 16 8,300 26 Los Altos 15 31,190 95 Palo Alto 14 67,019 711 Santa Clara 14 128,717 530 Gilroy 11 58,756 138 Campbell 11 42,288 104 Sunnyvale 11 156,503 735 Los Gatos 9 31,439 90 Saratoga 9 31,030 57 Morgan Hill 4 45,742 123 Monte Sereno 3 3,492 7 * Excluding Fire and Police Departments 4A. Commissions in Other Cities Commissions in Other Cities City # of commissions Population FTE* Los Altos Hills 15 8,300 26 Milpitas 12 84,196 230 Cupertino 11 66,762 198 Gilroy 11 58,756 138 Los Altos 11 31,190 95 Mountain View 10 82,272 253 Palo Alto 9 67,019 711 Santa Clara 9 128,717 530 Sunnyvale 9 156,503 735 Los Gatos 8 31,439 90 Saratoga 7 31,030 57 Campbell 6 42,288 104 Monte Sereno 3 3,492 7 Morgan Hill 3 45,742 123 * Excluding Fire and Police Departments  4B. Committees in Other Cities Committees in Other Cities City # of Committees Population FTE* Mountain View 9 82,272 253 Cupertino 6 66,762 198 Milpitas 5 84,196 230 Palo Alto 5 67,019 711 Santa Clara 5 128,717 530 Campbell 5 42,288 104 Los Altos 4 31,190 95 Sunnyvale 2 156,503 735 Saratoga 2 31,030 57 Los Gatos 1 31,439 90 Los Altos Hills 1 8,300 26 Morgan Hill 1 45,742 123 Gilroy 0 58,756 138 Monte Sereno 0 3,492 7 * Excluding Fire and Police Departments •Generally required to be a resident (some exceptions for business representative or subject matter expert) •Planning Commission and TICC require "qualified elector" •Qualified Elector=18 years old, resident, and US Citizen •Should this be changed to a residency requirement for consistency? 5. Commission Membership Requirements •Complete Streets Commissions •Los Altos •Los Gatos •June 2, 2020 City Council Meeting •Expanding Bike Ped Commission to Complete Streets Considered and failed •Bike Ped currently considers multiple modes of transportation to consider options holistically, as if complete streets 6. Traffic and Transportation •6 of 13 SCC cities have a Senior Commission •Council dissolved Cupertino Senior Commission in 2009 due to overlapping functions with Senior Advisory Council (SAC) •November 2018 Council evaluated reinstating Senior Commission •Decided to continue partnership with SAC 7. Senior Services •Councilmembers expressed desire to expand scope to include social services •County provides social services component •Housing Commission reviews and recommends Human Services Grant Funding ($550k annually) •Similar to Sunnyvale's Housing and Human Services Commission, the only one found in the survey •Expanding beyond existing functions would require significant resources and staff time 8. Housing •FY 2021-22 City Work Program Item •Codified and originally named in 1987 •Commissioners want to change name in order to: •broaden the reach of potential interests •explore other arts •better align with Commission goals •Name change to be completed this FY 9. Fine Arts Name Change •FY 2021-22 City Work Program Item •Fiscal Strategic Plan Committee •5 of 13 SCC cities have financial committees •Economic Development Committee •2 of 13 SCC cities have similar committees •2 of 13 SCC cities have similar commissions •For completion this FY 10. Committee Charters •No other city surveyed has an environmental review commission/committee •Presented to ERC on April 15, 2021 and resulted in the following suggestions from the ERC: •Roll the environmental review duties into the Planning Commission (dissolving the ERC or changing the scope) •Expand scope to act in an advocacy capacity and provide education and engagement •Changing the composition of the ERC to address the potential for perceived conflicts issues 11. Scope of the ERC •Adding/Expanding Commissions will increase staff time spent on administrative and liaison duties •Additionally, Clerk’s Office spends over 100 hours on orientations, trainings, agendas, and noticing 12. Impact of Adding Commissions Commission Hours Spent Annually Bicycle Pedestrian 240 Fine Arts 200 Housing 220 Library 350 Parks and Recreation 750 Planning 1100 ‐Design Review 40 Public Safety 200 Sustainability 220 Teen 300 TICC 120 TOTAL 3,740 Committees Hours Spent  Annually Audit 230 Disaster Council 30 Economic Development 60 Environmental Review 80 Fiscal Strategic Planning 15 Legislative Review 400 TOTAL 812 •Strong practice of Commissions proposing possible City Work Program ideas for Council consideration •Independent commission work items can compete with Council priorities and approach direction to staff •Phase out staff as members of committees as appropriate (such as ERC) •Additional commissions and committees should be considered on an as-needed basis through the City's Work Program given workload and budget impacts, fully utilizing existing bodies to avoid redundant coverage 13. Interim City Manager Observations •It is recommended that the City Council review this report and refer the highest priority committee and commission changes, if any, to the next City Work Program. 14. Recommendation Questions?