REPORT TO COUNCIL
SUBJECT
Title
Approve Updates to Board/Commission Application Questions and Remove Demographic Information Questions
Report
BACKGROUND
On September 24, 2024, the City Council directed 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, and November 18, 2025, Joint Study Sessions between the City Council and Board/Commission Chairs and Vice Chairs.
On January 14, 2025, City Council provided edits and additional questions to include in the Board/Commission Application (RTC No. 25-0179). During the January 2025 discussion, members of the public and Councilmembers raised concerns with the inclusion of demographic information questions with the Board/Commission Application. In May 2025, an optional demographic survey was launched for current Board and Commission Members.
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 and proposed changes to 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 currently asked on both applications. Attachment 4 includes links to the applications on the City’s website. Some of these questions have been edited since City Council’s last review to meet the City’s Grade Level 8 readability target for the City website.
The attached edits to the Board/Commission Application and the Board/Commission Incumbent Reappointment Application include:
1. Adding a question regarding whether an applicant is a City of Sunnyvale employee. City employees are not eligible to serve on Boards and Commissions.
2. Moving the question about voter registration status to the supplemental questions portion of the Board/Commission Application and to the end of the Board/Commission Incumbent Reappointment Application. The applications will be updated so the voter registration question is only asked when an applicant applies to a Board or Commission that requires members to be registered Sunnyvale voters.
3. Removing the Demographic Information Questions. The optional demographic survey for current Board and Commission Members will serve to gather similar data.
FISCAL IMPACT
Changes to Board/Commission application questions 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 City Hall 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.
RECOMMENDATION
Recommendation
Approve updates to Board/Commission Application Questions as submitted including removal of Demographic Information 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