REPORT TO COUNCIL
SUBJECT
Title
Review of the Board/Commission Application Questions
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 convene an annual discussion regarding B/C effectiveness, and to invite input from B/C members to the City Council.
The input during this annual round of discussion was substantial. The November meeting resulted in over a dozen suggested improvements or modifications for consideration. Seven items were policy-based and were referred to the Council Subcommittee on Boards and Commissions (Subcommittee) for consideration.
On February 14, 2024, the Subcommittee discussed the seven policy items as well as additional items introduced by the Subcommittee. At that meeting, the Subcommittee proposed increasing the size of the Human Relations Commission from five members to seven members. The Subcommittee requested staff follow up after its February meeting and met again on June 26, 2024 to further refine its recommendations to the full Council.
On September 24, 2024, the City Council considered the recommendations from the Subcommittee and provided direction on several of the Subcommittee recommendations. This included directing staff to schedule City Council review of the Board/Commission Application questions in the first quarter of each year on the consent calendar, and to include the Board/Commission Application in the annual Joint Study Session between the City Council and Board/Commission Chairs and Vice Chairs.
The Board/Commission Application was included in the November 19, 2024 Joint Study Session between the City Council and Board/Commission Chairs and Vice Chairs. During the Joint Study Session Council encouraged Board and Commission Members to provide feedback regarding the application questions and any feedback they have for questions asked by Councilmembers during City Council interviews with Board and Commission applicants. The following supplemental question for the Arts Commission was suggested during the Joint Study Session, “What role do you think public art plays in a community?” This report implements Council’s direction to schedule annual review of the Board/Commission Application questions.
EXISTING POLICY
Council Policy 7.2.19 (Boards and Commissions)
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
The questions asked of community members on the Board/Commission Application and the Board/Commission Incumbent Reappointment Application along with the Demographic Information questions are included in Attachments 1, 2 and 3. The voluntary demographic questions are asked on both applications. Attachment 4 includes links to the applications on the City’s website.
This first annual review of the Board/Commission Application questions is scheduled as a public hearing and provides Council an opportunity to reaffirm the current questions (Alternative 1), incorporate the suggested Arts Commission Supplemental Question (Alternative 2) or provide different direction regarding the Application questions (Alternative 3).
Staff plan to bring this annual review to Council on the Consent Calendar in future years, unless Council directs otherwise in a given year.
FISCAL IMPACT
Allowing Board/Commission Members to respond to requests to meet with members of the public is not anticipated to have a significant fiscal impact and does not require a budget modification.
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. Reaffirm the existing Board/Commission Application questions.
2. Add the following supplemental question for the Arts Commission “What role do you think public art plays in a community?” and reaffirm the remaining existing Board/Commission Application questions.
3. Other direction provided by Council.
RECOMMENDATION
Recommendation
Alternative 2: Add the following supplemental question for the Arts Commission “What role do you think public art plays in a community?” and reaffirm the remaining existing Board/Commission Application questions.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
_X_ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Carnahan, City Clerk
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Board/Commission Application Questions
2. Board/Commission Incumbent Reappointment Application Questions
3. Demographic Information Questions
4. Links to Online Board/Commission Applications