REPORT TO COUNCIL
SUBJECT
Title
Approve Amendments to Council Policy 7.2.19 (Boards and Commissions) as Recommended by the Ad Hoc Advisory Committee on Boards and Commissions
Report
BACKGROUND
On November 18, 2025, the City Council held a joint study session with Board and Commission (B/C) Chairs and Vice Chairs (RTC No. 25-0196) regarding B/C effectiveness, and invited input from B/C members to the City Council. The Chairs and Vice Chairs along with City Council provided feedback regarding the following topics:
- Youth seats on Charter based and non-Charter Boards/Commissions
- Setting an overall meeting absence minimum
- Adding an excused absence category for religious holidays/observations
- Adjusting the timing and scope of future joint study sessions
- Scope of each board/commission
- Level of detail included in board/commission meeting minutes
- Adding board/commission member bios to the City’s website
- Creating a toolkit for board/commission community engagement
On December 9, 2025, Council Policy 7.2.19 (Boards and Commissions) was updated to expand the role of a Council subcommittee beyond consideration of bylaw amendments and replace a Standing Committee with an Ad Hoc Advisory Committee (RTC No. 25-1114). In May 2026, Mayor Larry Klein announced that Mayor Larry Klein, Councilmember Murali Srinivasan, and Councilmember Charlsie Chang would form an Ad Hoc Advisory Committee on Boards and Commissions to review Council Policy 7.2.19 and topics related to Boards and Commissions (RTC No. 26-0405). The ad hoc advisory committee met three times; their recommended revisions to Council Policy 7.2.19 are included in this report.
EXISTING POLICY
Council Policy 7.2.19, Boards and Commissions
Civil Service Rules and Regulations
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
Ad Hoc Recommended Updates to Council Policy 7.2.19
The recommendations focus on aligning Council Policy 7.2.19 with best practices for how boards and commissions serve in an advisory capacity to the City Council. Proposed edits reinforce that City Council sets the work of boards and commissions, and that the City Manager directs City staff and operations. The recommended policy updates are included in redline (Attachment 1) and clean copy (Attachment 2).
The proposed edits align with the best practices for board and commission programs outlined in a recent article by the International City/County Management Association (ICMA), Keeping Advisory Commissions on Track (Attachment 7).
Additional recommendations, listed in the order they appear in the policy, include:
Over time, changing the regular meeting start time to 6 p.m. for all boards and commissions - 2.A. - This change would align the start time of board and commission meetings with the 6 p.m. regular start time for City Council meetings (effective in January 2027 for Council). Starting meetings at a consistent time is intended to provide improved clarity for the public about when to engage in City business. An earlier start time may increase public participation for later items on the agenda which can currently run later than 10 p.m.
Staff surveyed current board and commission members regarding start times. As of this report writing, over two-thirds of respondents prefer the earlier start time or are neutral, but some commissioners have concerns (see Attachment 3). Two of 36 respondents said they would not be able to make a 6 p.m. start time with their current schedules (one member of the Heritage Preservation Commission and one member of the Housing and Human Services Commission).
To allow for a phase-in period and flexibility for individual boards and commissions during the phase-in period, this change would be implemented effective February 1, 2027 in the policy. Staff would work with individual boards and commissions to phase in the transition from the current 5 p.m., 6:30 p.m., or 7 p.m. start times to a consistent 6 p.m. start to meet current member availability. If an individual board or commission anticipates quorum challenges at 6 p.m. beyond May 1, 2027, staff would explore potential special meetings to extend the phase-in period. Staff would return to Council should additional direction be needed. Note that any study sessions would be incorporated into regular agendas and would not start before 6 p.m.
Staff reviewed regular meeting start times for boards and commissions across Santa Clara County cities, focusing on boards and commissions similar to those in Sunnyvale. Over three quarters of boards and commissions start between 6 p.m. and 7 p.m., with start times relatively evenly split between 6 p.m. and 7 p.m.
Adjusting the meeting frequency for most boards and commissions - 2.A. - Currently, numerous board and commission meetings are canceled due to a lack of agenda items. For example, the Board of Library Trustees and Heritage Preservation Commission have canceled six or more meetings in each of the last three years. The Arts Commission and Parks and Recreation Commission have canceled between three and five meetings in each of the last three years (Attachment 4).
For other boards and commissions, the members have requested informational presentations and reports on various topics that fill out meeting agendas but do not tie to their Council advisory role. Limiting informational presentations and reports to boards and commissions to items that are on the Council approved work plan and within the scope of a board or commission will ensure that both volunteer and staff time focus on the core advisory work set to the City Council.
Given significant regular meeting cancellations and an intent to focus board and commissions on their Council advisory role, the ad hoc committee recommends meetings every other month rather than monthly for most boards and commissions. The redlined policy (Attachment 1) includes whether each board/commission is recommended to meet in even- or odd-numbered months. Staff have reviewed tentative draft work plans for 2027 to ensure that a reduced number of regular meetings would still allow for all board and commission business to be completed. In limited cases, special meetings could be scheduled in other months as needed to address higher workload or to meet deadlines associated with agenda items.
The Planning Commission is recommended to continue meeting twice per month and the Personnel Board is recommended to continue meeting only as needed.
Expanding the Arts Commission from five members to seven members - 2.A.(I) - The Ad Hoc Committee recommends increasing the number of Arts Commissioners to expand the number of viewpoints represented on the Commission. Should Council approve increasing the number members on the Arts Commission, the new positions on the Commission would be filled during the upcoming Board and Commission recruitment with terms beginning July 1, 2027. One new term would expire in 2029 and one in 2031 to stagger term-end dates.
Removing References to the Human Relations Commission - 2.A.(VI); 2.B; 2.B.(III)(d); 2.H.(II)(f); 2.P.; .et. al. - The Human Relations Commission was dissolved in April 2026 (RTC No. 26-0430).
Clarifying Eligibility and Membership - 2.B. - Members do not need to be experts in the subject matter of their board or commission. Their expertise is in being a member of the Sunnyvale community.
Updating Membership of Bicycle and Pedestrian Advisory Commission - 2.B.(III)(b)i.
Changed Category One description to require members have demonstrated interest in pedestrian and bicycle issues instead of requiring members to be bicyclists or pedestrians.
Updating Membership of Sustainability Commission - 2.B.(III)(d) - Remove three-member minimum for Category One. Change Category Two from a minimum of one member to a maximum of two members, limit Category Two members to those living outside Sunnyvale, and remove the minimum number of employees for representatives of Sunnyvale businesses. These changes are intended to clarify which individuals qualify under Category Two and to provide City Council more flexibility in appointing Category One versus Category Two members.
Removing justifications for excused absences - 2.G.(II) - Advanced notice to the Chair and staff liaison would still be required for an absence to be considered excused. A justification for an absence would no longer be required for the absence to be considered excused.
Adding minimum attendance - 2.G.(II) - Setting 50% minimum for attendance at regular meetings (excused plus unexcused) over a 12-month period. A board/commission would have needed to have a minimum of two meetings over a 12-month period for this attendance minimum to apply.
Adding guidance for canceling a meeting due to the lack of a quorum - 2.G.(III)
New language for staff and board/commission members requiring them to wait a minimum of 15 minutes before canceling a meeting due to the lack of a quorum. Staff and board/commission members could choose to wait for wait longer than 15 minutes for late arriving member(s).
Work Plans - 2.H.(I)(a) - Staff propose language to reinforce that City Council sets the work of boards and commissions.
Budget Review - 2.H.(I)(c) - Replacing board and commission recommendations on the City Budget with individual feedback to City Council. The Planning Commission would continue to review the Capital Improvement Plan.
Adding Agenda Items - 2.H.(I)(d) - New language clarifying how items can be placed on an agenda outside of the annual work plan process. The majority of members present at a meeting could support a motion to add a future agenda item. The staff liaison could schedule the agenda item on a future meeting agenda if the topic aligns clearly with the board/commission’s scope and Council-approved annual work plan.
Updates to individual board/commission duties - 2.H.(II) - Additions and deletions are intended to align with current practice and reinforce the advisory policy focus of most board/commission work. Staff drafted the following two edits based on the Ad Hoc Committee’s direction at their last meeting:
- Addition to Bicycle and Pedestrian Advisory Commission duties - 2.H.(II)(b)
Language added for the Bicycle and Pedestrian Advisory Commission to review City projects with major pedestrian and bicycle infrastructure components in the planning or development phase for bicycle/pedestrian accessibility.
- Change to Board of Library Trustees duties - 2.H.(II)(c)
Replace relating to community conditions with a focus on evolving lifeline learning needs.
Meeting minutes standard - 2.I.(III)(e) - Set action meeting minutes as the new standard format for board/commission meeting minutes. Action meeting minutes are the type of meeting minutes prepared for City Council meetings and are outlined in the City’s parliamentary procedure standard, The Standard Code of Parliamentary Procedure (Sturgis). The names of public speakers would be retained in the minutes, and a video recording is available of most meetings.
Schedule for joint study sessions - 2.I.(III)(e) - The joint study session between City Council and Board/Commission Chairs and Vice Chairs would be scheduled in the first half of even-numbered years. The current practice is to hold a joint study session in November of most years. This change would provide Chairs and Vice Chairs additional time in the role before meeting with City Council. This would also move the joint study session away from City Council elections and provide new Councilmembers more experience on City Council before meeting with the Chairs and Vice Chairs.
Council Liaison - 2.P. - Update to focus the Council Liaison role as a connection with City Council and differentiate the Council Liaison role from the Staff Liaison role.
Additional minor edits are recommended to align with current practices.
Ad Hoc Recommended Update to Civil Service Rules
The Ad Hoc Advisory Committee recommends directing staff to explore updating the Civil Service Rules (Attachment 5) to reduce the current two-year prohibition in City employment to one year. Outlined in Sections 12.05 (Employment of Relatives) and 13.03 (Disqualification of Applicants) of the Civil Service Rules, this rule prohibits board and commission members from applying for or being appointed to most City positions during their term on the board or commission and for two years after their term. This change would require engagement with the City labor groups through the meet and confer process and review by the Personnel Board prior to returning to Council for final action.
FISCAL IMPACT
The proposed updates to Council Policy 7.2.19 (Boards and Commissions) and the Civil Service Rules are 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 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.
ALTERNATIVES
1. Approve amendments to Council Policy 7.2.19 (Boards and Commissions) as recommended by the Ad Hoc Advisory Committee on Boards and Commissions.
2. Approve amendments to Council Policy 7.2.19 (Boards and Commissions) as recommended by the Ad Hoc Advisory Committee on Boards and Commissions, with modifications.
3. Direct staff to explore changing the City employment ban for board and commission members on the Civil Service Rules from two years to one year.
4. Other direction provided by Council.
STAFF RECOMMENDATION
Recommendation
Alternatives 1 and 3:
1. Approve amendments to Council Policy 7.2.19 (Boards and Commissions) as recommended by the Ad Hoc Advisory Committee on Boards and Commissions; and
3. Direct staff to explore changing City employment ban for board and commission members on the Civil Service Rules from two years to one year.
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. Draft Updates to Council Policy 7.2.19 on Boards and Commissions-redlines
2. Draft Updates to Council Policy 7.2.19 on Boards and Commissions-clean
3. Survey Results - Board and Commission Member Feedback on 6 p.m. Meeting Start Summary
4. Sunnyvale Board and Commission Meeting Frequency
5. Civil Service Rules and Regulations - hyperlink
6. Hyperlinks to referenced Reports To Council (RTC’s)
7. International City/County Management Association (ICMA) article: "Keeping Advisory Commissions on Track." ICMA Public Management (PM) Magazine, June 2026