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sr-022409-8cCity Council Meeting: February 24, 2009 Agenda Item: ~"C- To: Mayor and City Council From: Maria M. Stewart, City Clerk Subject:. Scheduling of Annual Reports from Council-Appointed Boards and Commissions to the City Council Recommended Action Staff recommends that Council review and consider three possible options for scheduling presentations of annual reports from Boards and Commissions to the City Council, approve one of the options and direct staff to return with a revision to Resolution No. 9451 (CCS), that sets forth various policies for Boards and Commissions. Executive Summary At the Council Workshop held on Saturday, January 17, 2009, Council directed staff to return with a schedule allowing for Boards and Commissions to make their respective annual reports to Council at a Council meeting. This report presents three options and recommends that Council approve Option 3, the setting of two special meetings to hear annual reports from all Boards and Commissions. Background Section 5 of Resolution No. 9451 (CCS), adopted on October 12, 1999, states: "Annual Dinner. The City Clerk is directed to organize and hold an annual Board and Commission Dinner which shall serve as the annual joint meeting between the City- appointed boards and commissions, the appointees to the regional advisory boards, and the City Council." 1 Since approximately five years ago the annual reports, which are the subject of the annual joint meeting, have been presented to Council in video format following the annual dinner. .Prior to that time, the annual reports were presented orally by each Chair of a Board or Commission after the annual dinner. tJp until the time Council approved the consolidating of the annual meeting with the annual dinner in 1999, it was the City's policy to place the presentations of Boards and Commissions' annual reports on a Council meeting agenda. StafFs recollection is that the practice was changed because of the difficulty of fitting these presentations in continually full City Council agendas, and because of Council's goal of maintaining the length of Council meetings to a reasonable duration. Discussion Staff has considered the above and presents three options for scheduling Board & Commission's annual reports at a Council meeting. Option 1. Council may direct Boards and Commissions to prepare a written annual report at a certain time of the year and submit it to Council through the City Clerk. The City Clerk will distribute the annual reports to Councilmembers and post them on the City's website. Councilmembers may then read and review the individual reports and if any Councilmember wishes to, he or she may agendize any particular Board(s) or Commission(s) for Council discussion. Option 2. Council may direct Boards and Commissions to prepare a written annual report at a certain time of the year and submit it to the City Clerk for placement on an agenda. Staff will include annual reports in future agendas as space and time allows. In order to make efficient use of the time available, Council may direct that there be no presentations made on the reports, but that the Chair or Vice Chair, or other members of the board or commission be present. at the Council meeting to only answer questions, and thereafter Council may receive and file the report. 2 Option 3. Council may direct staff to schedule two special meetings in the spring of each year, with the annual reports from Boards and Commissions being the only subject matter to be considered at these special meetings. Based on Council discussion at the January 17th workshop, it is staffs understanding that Council's intent is to have more substantial interchange with the Boards and Commissions than currently exists during the video presentations at the annual dinner. Based on this understanding, staff recommends that Council approve Option 3. Staff considered other options including scheduling 1 or 2 boards or commissions per Council meeting throughout the year, but concluded that in light of the usual heavy content of Council's agendas, and of Council's wish for substantive communication with the Chairs of boards and commissions, other options may not be practical. Financial Impacts & Budget Actions The recommendation presented in this report does not have a budget or fiscal impact. Attachment: Resolution No. 9451 (CCS) Prepared by: Maria M. Stewart, City Clerk Approved: Forwarded to Council; Marra M. Stewart P Director, Records & Election Services C 3 f lattytmunillawslm~mtbdcom wpd City Council Meeting 1Q-12-99 RESOLUTION NUMBER 945E {CCS} (City Council Senes) Santa Monica, Cahforrna A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ESTABLISHING POLICIES FOR CITY BOARDS, COMMISSIONS AND REGIONAL ADVISORY BOARDS WHEREAS, maximizing public participation in governmenteffectuates fundamental principles of democracy, and WHEREAS, the residents of Santa Monica have a strong commitment to participating in their local government, and WHEREAS, the. City's numerous boards and commissions faalitate public participation in govemment and thereby ensure representation of diverse viewpoints and interest, and WHEREAS, setting term limits and establishing policies for boards and commissions ensures that opporturnties for participation will be maximized and that boards and commissions will function productively, and WHEREAS, the City Council desires to establish term limits and other polices in relation to participation in City boards and commissions and the conduct of board and commission meetings, 1 -NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS SECTION 1 Term Limits for Boards and Commissions The following definitions and policies shall apply to City boards and comm~ss~ons, including the boards of the Pier Restoration Corporation, the Bayside D~stnct Corporation and the San#a Monica Convention and Visitors Bureau A The length of term for each City-appointed board and commission ~s set forth m the Mumc~pal Code, the City Charter, or the by-laws of the board or commission B A full term is defined as serving three-fourths or more of a term, whether it is an appointment to an annual vacancy or to an unscheduled vacancy C A partial term is defined as serving less than three-fourths of a term, whether it is an appointment to an annual vacancy or to an unscheduled vacancy D All members of boards and commissions, except tenant members of the Housing Commission, are limited to serving two consecutve terms However, a third consecutive term may be served ~f the member makes a written request to serve a third term, or a Councdmember nominates a member to a third term, and the City Council approves the third term by atwo-thirds vote Tenant members of the Housing Commission are limited to serving four consecutive two-year terms, except that a fifth or sixth two-year consecutve term may be served if the member makes a written request or a Councdmember nominates the member, and the City Council approves the fifth or sixth term by a twa-thirds vote E Serving a partial term shall not tae counted as part of the 2 or 3 consecutive term hm~t 2 0 F The total numberof members that may serve a third consecutive term on a board or commission at the same time is limited to no more than one-third of the membership of that board or commission F. Afterservmgthemaximumnumberofconsecutwetermsallowed,amembermay not serve again on the same board or commission until four years after the member's final term has expired SECTION 2. Term Limits for Regional Advisory Boards. The following policies apply to term limits on regional advisory boards A Members of the Los Angeles County. West Vector Control ©istnct shall serve an initial two year term and may serve addit~onai terms of two or four years each at the discretion of the City Council B MembersoralternatesoftheCooperat~veLlbrarySystemmayserveamaximum of two two-yearterms Members shall have the option to serve an adds#inal two terms as alternates, and alternates shall have the option to serve two additional terms as members C Members of the Los Angeles County Metropolitan Water Distract may serve for an indefinite numberof four year terms SECTION 3 Membership on One Board or Commission Only No person shall serve simultaneously on more than one board or commission, including the Pier Restoration Corporation, the Bayside Distract Corporation, the Santa Monica Convention and V~s~tors Bureau, and the regional advrsory boards, wrth the exception of the Bu~tdrng and Satety Commission SECTION 4 Bi-Annual Review of Agendas and M mutes The City C3erk is hereby directed to conduct b~-annual reviews of board and commission agendas and minutes, 3 including the agendas and minutes ofthe Pier Restoration Corporation, the Bayside Distract Corporation, and the Santa Monica Convention and Visitors Bureau, and to act, as needed, to ensure that they comply with legal requirements, including the Ralph M Brown Act SECTION 5 Annua( dinner The City Clerk is directed to organ¢e and hold an annual Board and Commission Dinner which shall serve as the annual joint meeting between the City-appointed boards and commissions, the appointees to the regional advisory boards, and the City Council SECTION 6 Written Communications to Other Entities No City-appointed board or commission shall send any official resolution or other correspondence of the board or commission on any matter of City policy to any non-City agency, board or commission unless the board or commission votes to do so and obtains the pnor approval of the City Council SECTION 7 Conduct of Meetings. Resolution 8525 (CCS), as it may be amended from time to time, which sets forth the rules of order and the procedures forthe conducting of City Councl meetings, is hereby incorporated and made a part of these City board and commission policies to serve as a general guideline forthe conduct ofineetings oftheCity- appointed boards and commissions which have not adopted their own rules or bylaws SECTION 8 Attendance at Meetings The following attendance policies apply to all members of City boards and commissions, including the Pier Restoration Corporation, the Sayside Distract Corporation, the San#a Mornca Convention and Visitors Bureau, and the regional advisory boards A An absence is defined as a failure to attend at least two-thirds of a meeting 4 L B Except for the regional advisory board appointments, the City staff liaison to all boards and commissions shall report all board and commission member absences to the City Clerk G The City Clerk shall provide the City Council wEth a summary of attendance by all board and commission members twice a year, orwhen a board or commission member has been absent from two meetings out of any six consecutive meetings SECTION 9 Resolutions Number 4626 (CGS) and 6850 {CCS) are hereby repealed m their entirety SECTION 10. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be m full force and effect. APPROVED AS TO FORM MARSHA JONES MOUTRIE City Attorney s Adapted and approved this 12th of October, 1999 c Pam O'Connor, Mayor I, Maria M Stewart, City Clerk of the City of Santa Monica, do hereby certify that the foregoing Resolution 9451 (CCS} was duly adopted at a meeting of the Santa MOn1Ca City Council held on the 12th of October, 1999, by the following vote Ayes Council members Rosenstein, McKeown, Femstem, Bloom, Holbrook, Mayor Pro Tem Genser, Mayor O'Connor Noes Council members None Abstain Council members Nane Absent Council members None ATTEST ~A.~ ilS1o..•n,.~ Mona M Stewart, City`Clerk