REPORT TO COUNCIL
SUBJECT
Title
Policy Issues for Subcommittee Consideration Identified at the Nov. 17, 2020 Joint Meeting of City Council With Board and Commission Chairs and Vice Chairs
Report
BACKGROUND
On November 17, 2020, 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. During the study session, Mayor Klein announced he would form the Council Subcommittee on Boards and Commissions to review the recommendations and issues discussed during the study session.
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 11, 2021, 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. In addition, staff will present an overview of the study issues process with a demonstration of the City’s website where updates are maintained.
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 2) to the City Council.
EXISTING POLICY
Council Policy 7.1.7 Budget Issue Process (Attachment 1)
Council Policy 7.2.19 Boards and Commissions (Attachment 2)
Council Policy 7.3.26 Study Issues Process (Attachment 3)
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
Staff identified the following policy issues for the Subcommittee to consider. The subcommittee can take these items under consideration and action may or may not be taken on all the items listed.
1. Continue providing remote public participation via Zoom or similar technology after the shelter in place and stay at home orders associated with the COVID-19 Pandemic are lifted.
2. Add new “fast-track” process for low-cost, smaller projects, separate from the study issues process. See Attachment 3 (Council Policy 7.3.26 Study Issues Process) and Attachment 4 (Board/Commission Study Issue Sponsorship Process) regarding the study issue process as well as Attachment 5 (Sunnyvale Democratic Club - Study Issue Recommendations) and Attachment 6 (Livable Sunnyvale - Study Issue Recommendations) for recommendations to update the study issue submitted by the Sunnyvale Democratic Club.
3. Hold joint meetings between the City Council and B/C Chairs and Vice Chairs more often.
4. Schedule joint study sessions among boards and commissions allowing for communication on best practices pertaining to boards and commissions.
5. Develop a mechanism for developing policy ideas for a specific B/C.
6. Allow boards and commissions to create their own standing sub-committees.
7. Permit board and commission members to add items to an agenda that does not require extensive work.
Staff Comment: A definition of “extensive work” should be included if this policy idea is recommended to the City Council.
8. Review Council policy and provide B/C members the ability to respond to emails received from the public.
9. Allow boards and commissions to update their annual work plans through-out the year.
Staff Comment: This is allowed and requires changes to a work plan to be reviewed and approved by the City Council.
10. Review communication of ideas with members of the public and board and commission members outside of public meetings.
11. Create a task force to review the Code of Ethics and Conduct for Elected and Appointed Officials, study issues process and Council Policy 7.2.19 Boards and Commissions.
12. Allow B/C members to propose and sponsor budget issues.
Policy issue identified by staff for consideration:
13. Maintain voter registration requirement for non-Charter boards and commissions. For example, consider Sunnyvale residency as the primary membership requirement instead of voter registration.
Staff Comment: Modifying the voter registration requirement for boards and commissions created by the City Charter would require a voter approved charter amendment.
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 agenda on the City's official-notice bulletin board outside City Hall, Sunnyvale Public Library and Department of Public Safety. In addition, the agenda and report are available at the Office of the City Clerk 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: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Council Policy 7.1.7 Budget Issue Process
2. Council Policy 7.2.19 Boards and Commissions
3. Council Policy 7.3.26 Study Issues Process
4. Board/Commission Study Issue Sponsorship Process
5. Sunnyvale Democratic Club - Study Issue Recommendations
6. Livable Sunnyvale - Study Issue Recommendations