REPORT TO COUNCIL SUBCOMMITTEE
SUBJECT
Title
Policy Suggestions for Subcommittee Consideration Identified at the November 14, 2023 Joint Meeting of City Council with Board and Commission Chairs and Vice Chairs and Potential Subcommittee Recommendations to Council Regarding Council Policy 7.2.19 (Boards and Commissions)
Report
BACKGROUND
On November 14, 2023, the City Council held a joint study session with Board and Commission (B/C) Chairs and Vice Chairs. The purpose of the study session was to discuss issues related to B/C meeting effectiveness.
Staff has reviewed B/C member comments and has separated those of an operational nature from those pertaining to a policy issue. A separate presentation on the February 14, 2024, Council Subcommittee on Boards and Commissions meeting agenda provides the Subcommittee and public an update regarding operational changes initiated by staff following the joint study session.
This report provides the Subcommittee an opportunity to consider policy issues identified during the study session and potentially make recommendations regarding Council Policy 7.2.19 Boards and Commissions (Attachment 1) to the City Council.
EXISTING POLICY
Council Policy 7.2.19 Boards and Commissions (Attachment 1)
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" with the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines Sections 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
DISCUSSION
Policy Suggestions - Changes would require City Council direction.
1. When a Board or Commission considers a Study Issue generated by a different Board/Commission the originating Board/Commission be able to communicate the reasoning for the Study Issue.
Current Practice: This is able to be achieved through public comment at the Board/Commission meeting.
2. Provide a Board/Commission report in Reports to Council where the Board/Commission did not move the staff recommendation.
Current Practice: Board/Commission input is included in the staff report as a “cover report” detailing the Board/Commission’s recommendation to City Council. CP 7.2.19 designates the Chair as the liaison to Council at City Council meetings. Board/Commission members are invited to participate in public comment when City Council considers these items.
3. Allow one member of each Board/Commission to participate in the appointment process for other members of their Board/Commission.
Current Practice: CP 7.2.19 provides the process for City Council to appoint Board and Commission members.
4. Create a transportation commission or adjust the scope of an existing commission such as BPAC or Sustainability to include more transportation issues.
Current Practice: The City works closely with regional partners on transportation issues by appointing Councilmembers to Santa Clara County Expressway 2040, Valley Transportation Authority (VTA) and several VTA boards/committees, Caltrain Local Policy Maker Group. Council also appoints a Community Member to the VTA - Bicycle and Pedestrian Advisory Committee. In addition, the Sunnyvale Bicycle and Pedestrian Advisory Committee (BPAC) advises the City Council on bicycle and pedestrian issues.
5. Expand Arts Commission to an Arts and Culture Commission.
Current Practice: The City’s new Human Relations Commission has a scope of work that includes advising the City Council in matters and service pertaining to parks, open space, playgrounds, entertainment, other cultural and recreational activities.
6. Expand scope of Heritage Preservation Commission to include more community engagement and Sunnyvale history.
Current Practice: The Heritage Preservation Commission scope includes advising capacity to the City Council and has certain decision- making authority on the restoration, maintenance and operation of heritage resources throughout the City. All Boards and Commissions are charged with providing a forum and opportunity for broad community input.
7. Provide a clear method for Board/Commission Members to add agenda items that do not require staff support.
Current Practice: Board and Commission Members may suggest ideas to the Staff Liaison throughout the year for addition to an upcoming agenda. These items can also be included in the work plan each Board/Commission recommends to the City Council. The Sustainability Commission occasionally hears presentation items from its commissioners. These presentations are included in the Sustainability Commission’s Work Plan approved by City Council. This process is available to other commissions.
FISCAL IMPACT
Consideration of these policy issues is not anticipated to have a fiscal impact.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
ALTERNATIVES
1. Recommend changes to Council Policy 7.2.19 Boards and Commissions to the City Council.
2. Other direction as provided by the City Council Subcommittee.
STAFF RECOMMENDATION
Recommendation
Staff makes no recommendation. This report is developed to facilitate a conversation for the public hearing and for consideration and possible action by the City Council Subcommittee.
Staff
Prepared by: David Carnahan, City Clerk
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Council Policy 7.2.19 Boards and Commissions