SR 04-18-2017 8A
Ci ty Council
Report
City Council Meeting : April 18, 2017
Agenda Item: 8.A
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To: Mayor and City Council
From: Denise Anderson -Warren, City Clerk , Records and Election Services
Department
Subject: Policies for City Boards, Commissions, Committees, Task Forces and
Regional Advisory Boards
Recommended Action
Staff recommends that t he City Council adopt a resolution modifying the policies for City
Boards, Commissions, Committees, Task Forces and Regional Advisory Boards and
repealing Resolution Numbers 6751 (CCS), 9088 (CCS), and 10920 (CCS).
Executive Summary
The City of Santa Moni ca values public input and, therefore, has established boards,
commissions, committees and task forces to provide recommendations to the City
Council. Comprehensive, clear guidelines will assist the volunteers in adequately
representing the City. The pol icies and procedures for the City's boards, commissions,
committees and task forces are contained in various City Council resolutions. In an
effort to create a comprehensive set of guidelines, staff recommends the City Council
adopt the proposed resolutio n.
Background
Santa Monica residents are committed to participating in local government and the
democratic process. Public participation in the City's boards, commissions, committees
and task forces ensures thorough representation and input. The 171 mem bers on the
City’s 24 active boards, commissions, committees and task forces provide advice and
recommendations on the following topics: Airport, Architectural Review, Arts, Audit,
Building and Fire -Life Safety, Clean Beaches and Ocean Parcel Tax, Disabili ties,
Downtown Santa Monica, Environment, Housing, Landmarks, Library, Personnel,
Planning, Recreation and Parks, Redevelopment, Santa Monica Pier, Santa Monica
Travel and Tourism, Senior Community, Social Services, Status of Women, and Urban
Forest.
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Th e process and policies surrounding the City's boards, commissions, committees and
task forces are currently contained in three different resolutions - Resolution Numbers
6751 (CCS), 9088 (CCS) and 10920 (CCS).
The Council established provisions for reimbu rsements of expenses of members of
boards and commissioners when it adopted Resolution No. 6751 (CCS) on September
20, 1983. Additionally, Resolution No. 9088 (CCS), adopted September 25, 1996, sets
forth procedures for making appointments to City boards and commissions.
The policies for City boards, commissions, task forces, committees and regional
advisory boards were most recently updated on October 27, 2015. Resolution No.
10920 (CCS) reiterated the existing policies and effectuated ethics training
requirements, established term limits, and extended the rule of limiting membership to
one board/commission at any given time.
Discussion
After review of the existing regulations related to boards, commissions, committees and
task forces, and based on cur rent practices, staff recommends the Council adopt one
consolidating resolution that would contain the existing regulations regarding term limits,
membership limitations on one body, biennial review of agendas and minutes, annual
dinner, written communicat ions, conduct of meetings, attendance, reimbursement of
expenses and ethics training.
In addition to consolidating the three resolutions, minor modifications to reflect current
practices are proposed. The proposed resolution outlines the application pr ocess for
appointments. In the past, concerns were raised to Council over the boards ,
commissions, committees and task forces, reviewing, deliberating and providing
recommendations to the City Council regarding applicants. Based on Council direction,
sta ff recommends the addition of Section 1.D., indicating that the City Council will not
accept recommendations regarding a ppointees for board, commission, committee , or
task force vacancies. Section 1.F. adds information on the City's process for complying
with Government Code Section 59472 (commonly known as the Maddy Act), related to
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noticing requirements for Local Appointments .
In order to clarify allowable uses for City funds, a new Section 5 is proposed indicating
such funds are restricted to the follo wing: Participation or sponsorship fees for local
events, dues/memberships to other organizations that align with board, c ommission ,
committee, and task force goals, conferences/training that aligns with board,
commi ssion , committee, or task force goals, c osts related to commission materials,
including printing of materials, business cards, pos tage, giveaways for events of minor /
nominal value , supplies for C ity -spons ored events, food for City retreats, and
accommodation services such as signing and closed captioning.
Policies regarding written communications are contained within Section 8 of the
r esolution. In an effort to ensure compliance with the Brown Act and transact City
b usiness through City email, additional language is proposed to require all Cit y -
appointed board, commission, committee, and task force members to utilize their City -
issued email address for City business. An additional provision was added as Section
10 .B. to allow prolonged absences to be excused upon approval of the board,
commiss ion, committee or task force and Section 10.D. was modified to have the City
Clerk report attendance to the City Council on a bi -annual basis.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a resu lt of the
recommended action.
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Prepared By: Denise Anderson -Warren, City Clerk
Approved
Forwarded to Council
Attachments:
A. Resolution
B. Resolution Number 6751
C. Resolution Number 10920
D. Resolution Number 9088
E. Written Comments
I e
CA:RMM:LCB Santa Monica. California
City Council Meeting: September 20, 1983
RESOLUTION NUMBER 6751(CC5)
City Council Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA PROVIDING FOR REIMBURSEMENT OF
EXPENSES OF MEMBERS OF BOARDS AND COMMISSIONS
WHEREAS. the City of Santa Monica has created various Boards
and Commisisons by lts charter and ordinances; and
WHEREAS, the City Council of the City of Santa Monica
appoints citizens to serve on the Boards and Commissions; and
WHEREAS, Section 1005 of the City Charter provides that
members of Boards and Commlsisons "shall serve without
compensation for their serVlces as such"; and
WHEREAS, Councilmembers serve wlthout compensatlon but do
receive the amount of $50.00 per month as relmbursement for
expenses; and
WHEREAS, the Clty Councll of the City of Santa Monlca finds
that members of Boards and Commlssions, like Councilmembers,
incur expenses for Chl1d care, telephone, travel, and stationery,
among other things, in connection with their public service to
the City of Santa Monica; and
WHEREAS, the City Council of the City of Santa Monica finds
that it is an economic hardship for many members of Boards and
1
Commissions incur their own expenses related to the to
performance of their public duties: and
WHEREAS, the City Council of the City of Santa Monica finds
that reimbursing members of Boards and Commissions for the
expense incurred in the performance of their public duties will
encourage participation on Boards and Commisisons by all economic
segments of the community; and
WHEREAS, on December 15, 1981, the City Council adopted
Resolution Number 6414 (CCS), providing for reimbursement of
expenses for members of Boards and Commissions at the standard
rate of $25.00 per meeting not to exceed $50.00 per month: and
WHEREAS, in adoptlng Resolution Number 6414 (CCS), the City
Council found that a voucher system for reimbursement of expenses
would result in unnecessary adminlstrative costs; and
WHEREAS, the City Council desires to
WhlCh it relmburses members of Boards
expenses: and
WHEREAS, this revislon is not in response to Scaccianoce v.
City of Santa Monlca, et al., Los Angeles Superlor Court Case
Number WEe 078454, which u~successfully sought a prelimlnary
lnJunction agalnst the implementation of Resolution Number 6414
revise the system by
and commissions for
ccs) :
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS:
Section 1. That members of Boards and Commissions created by
the City Charter or by ordinance shall be reimbursed for expenses
in the amount of up to $25.00 per meeting not to exceed the
2
e e
amount of 50.00 per month pursuant to the forms and
admlnlstrative procedures WhlCh the Clty shall establish, which
procedures will permit mileage reimbursement for travel only
outside the City of Santa Monica.
Section 2. That the City Clerk shall certify to the adoption
of this Resolution, and thenceforth and thereafter the same shall
be 1n full force and effect.
APPROVED AS TO FORM:
1M.'T--ROBERT M. MYERS
City Attorney
3
e
ADOPTED AND APPROVED THIS 20th DAY
OF September 20 1 983 .
MAYOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTION
NO. 6751 (CCS)
r.
WAS D U l Y ADO P TED B Y THE C I T Y CO U N C I l 0 F THE
CITY OF SANTA MONICA ~T A MEETING THEREOF HELD ON
September 2,0 1983 BY THE FOllOWING COUNCIL VOTE:
AYES:COUNCILMEMBERS: Conn, Epsteln, Jennings, Reed,
and Mayor Edwards
NOES:COUNCILMEMBERS: Press and Zane
ABSENT:COUNCILMEMBERS: None
ABSTAIN:COUNCILMEMBERS: Kane
ATTEST:
tL, ?7NJ~
CITY CLERK
f \atty\muni\laws~l\bdsapp
City Council Meeting 9-24-96 Santa Monica, Cahfornia
RESOLUTION NUMBER 9088 (CCS)
City CouncIl Series)
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA MONICA REPEALING RESOLUTION
NUMBER 6842 (CCS) AND SETTING FORTH THE
PROCEDURES FOR MAKING APPOINTMENTS TO
CITY BOARDS AND COMMISSIONS
THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS
FOLLOWS
SECTION 1 The procedure for makmg appomtments to City Boards and ConumsslOns shall
be as follows, except as otherwise prOVided by motIon of the City CouncIl
A) When a vacancy occurs on any CIty board or oonumssion, the City Clerk shall
have publtshed a pubhc notice of the vacancy at least once In The Outlook, or newspaper of general
circulation The notIce shall be published not less than thtrty (30) days prior to the date a vacancy
IS to occur In those cases where the vacancy IS the result of the expiratIOn of the term of appointment
Where practical, ltke notice shall be published where a vacancy otherwise occurs The notIce shall
request any interested party to subtmt his or her name and qualifications to the CIty Clerk, and shall
specifY the posItIon for whtch a vacancy has occurred, the term of office for the pOSition to be filled,
and a reasonable day by wluch mterested parties must subtmt apphcatlOns for the positIon The date
for subtnission of applicattons shall not be less than fifteen (15) days pnor to the vacancy, unless the
appointment IS to fill an unexpired term Where the appointment IS to fill an unexpIred term, the
notIce shall be fifteen (15) days pnor to the contemplated date ofappomtment, where practical
B Applications for board and commission positions shall be made in wntmg to
the CIty Clerk on forms supphed by the City Clerk All apphcations shall be submitted to the City
Clerk no later than noon on the Thursday before the CIty Council meetmg when the appointment IS
to be made Applications subtmtted after this deadline shall not be consIdered The apphcations shall
be publIc records except for the portion of the apphcation wluch IS specifically described as
confidential
C The CIty Clerk shall collect all wntten apphcatlOns whtch are receIved by the
deadline date and shall thereafter cause the matter of filling the board or commission vacancy to be
placed upon the CIty CouncIl agenda The CIty Clerk shall transtmt to the CIty Council the
informatIon contained on all wntten applications which have been receIved prior to the meeting at
whtch the appomtments WIll be made
D Following consideratIon of the applications received for each board and
commission vacancy, the City Council shall take a vote in an open meeting to detenrune who shall
be appointed to fill the positIons
SECTION 2 Resolution Number 6842 (CCS) is hereby repealed in its entIrety
2
SECTION 3 The City Clerk shall certifY to the adoptIon ofthts Resolution, and thenceforth
and thereafter the same shall be m full force and effect
APPROVED AS TO FORM
ldT~~
S~~?~Mounui- :!)-L
City Attorney
3
Adopted and approved this 24th of September, 1996
t.Jt...b
Mayor
I hereby certrfY that the foregomg Resolutton 9088(CCS) was duly adopted at a meetmg
of the City Counctl held on the 24th of September. 1996 by the followmg vote
Ayes Councllmembers Abdo, Ebner. Genser, Greenberg, Holbrook. O'Connor,
Rosenstem
oes Councllmembers None
Abstam Councllmembers None
Absent Counctlmembers None
ATTEST
o..:S
CIty Clerk
1
Vernice Hankins
From:Denise Anderson-Warren
Sent:Monday, April 17, 2017 3:00 PM
To:councilmtgitems
Cc:Vernice Hankins
Subject:FW: April 18 Agenda Item 8A - Section 8 Concerns
From: Kathleen Rawson [mailto:kathleen@downtownsm.com]
Sent: Monday, April 17, 2017 2:56 PM
To: Pam OConnor <Pam.OConnor@SMGOV.NET>; Gleam Davis <Gleam.Davis@SMGOV.NET>; sue ‐
himmelrich@smgov.net; Terry O’Day <Terry.Oday@smgov.net>; Ted Winterer <Ted.Winterer@SMGOV.NET>; Tony
Vazquez <Tony.Vazquez@SMGOV.NET>; kevin ‐mckeown@smgov.net
Cc: Denise Anderson ‐Warren <Denise.Anderson ‐Warren@SMGOV.NET>; Jason Harris <Jason.Harris@SMGOV.NET>;
Steven Welliver <steven@downtownsm.com>; dtsmboard@googlegroups.com
Subject: April 18 Agenda Item 8A ‐ Section 8 Concerns
Dear Councilmembers:
Section 8 of the resolution states:
Policies regarding written communications are contained within Section 8 of the resolution. In an effort to ensure
compliance with the Brown Act and transact City business through City email, additional language is proposed to
require all City ‐appointed board, commission, committee, and task force members to utilize their City ‐issued email
address for City business.
Downtown Santa Monica, Inc. is a City appointed Board; and as such, each member of the Board should be treated in the
same manner.
The current policy of the City is to issue smgov.net emails to only City Council appointed members. Six of our members are
appointed by Council, six elected by Property Owners, and the thirteenth member is a city manager appointment.
With only seven of our members having smgov.net emails, we have the potential for inconsistent communication with the
members of the same body. In addition, DTSM, Inc. staff does the work of the City appointed body so those email addresses
should be considered as well.
We understand the intention of the resolution, but it requires more analysis. Our thoughts were brought to the attention of
the City Clerk who understood our concerns and is pursuing solutions with her colleagues in ISD.
Whatever policy the City Council approves must be consistent amongst all board members regardless of the appointment
process and should take staff of the organizations into consideration as well.
Thank you for your consideration.
Kathleen
Kathleen Rawson
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CEO
Downtown Santa Monica, Inc.
1351 Third Street Promenade, Ste. 201
Santa Monica, CA 90401
310.393.8355
www.DowntownSM.com
Facebook | Twitter
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Vernice Hankins
From:Denise Anderson-Warren
Sent:Tuesday, April 18, 2017 10:58 AM
To:councilmtgitems
Subject:FW: Consider tonight's Agenda Item 8A - Parity & Diversity Inclusion
From: Zoe Muntaner [mailto:compassionatesantamonica@gmail.com]
Sent: Tuesday, April 18, 2017 10:27 AM
To: Ted Winterer <Otedo@aol.com>; Gleam Davis <Gleam.Davis@SMGOV.NET>
Cc: Rick Cole <Rick.Cole@SMGOV.NET>; Danielle Noble <Danielle.Noble@SMGOV.NET>; Denise Anderson ‐Warren
<Denise.Anderson ‐Warren@SMGOV.NET>; Sue Himmelrich <sue.himmelrich@gmail.com>; Jon Katz
<tmbjon@gmail.com>; Kevin McKeown Fwd <kevin@mckeown.net>; Lisa Pope <Lisa.Pope@SMGOV.NET>
Subject: Consider tonight's Agenda Item 8A ‐ Parity & Diversity Inclusion
"After review of the existing regulat ions related to boards, commissions, committees and task forces, and based
on current practices, staff recommends the Council adopt one consolidating resolutio n that would contain the
existing regulations regarding term limits, membership limitations on one body, biennial review of agendas and
minutes, annual dinner, written communications, conduct of meetings, attendance, reimbursement of expenses
and ethics training.”
I’d like to raise the flag of divers ity, parity & inclusion in the boards, commissions, committees and task forces..
With the current climate of district vs. at large election debating equity in City Council representation, I deem
prudent to remind you of the 2013 affrima tion of the Charter for Compassion:
“Compassion impels us to work tirelessly to alleviate the suffering of our fellow creatures, to dethrone
ourselves from the center of our world and to put another there …treating everybody without exception , with
absolute justice, EQUITY , and respect”
This is a perfect opportunity to a ffirm those values by including a reso lution that encour age the support of
affirmative action reflecting th e City Council strategic goal of divers ity and inclusion.
Perhaps you’d like to review the Califo rnia Democratic Party Resolution 14-07.08:
http://www.cadem.org/our-california/resolutions/2014/resolution-to-encourage-the-support-of-affirmative-
action
Review the YouTube video of the le adership composition of our current boards, commissions, task forces and
committees.
I respectfully request consideration of a motion to towards ethnic harmony and leadership equity reflected in
this new policy and the creation of a Diversity Task Force submitted in 2013 and resubmitted in 2016 via 12
Item form with City Clerk.
Zoë Muntaner
“Do you have the patience to wait till your mud settles and the water is clear?"- Tao Te Ching
https://twitter.com/thesantamonica1
https://www.facebook.com/zoe.muntaner
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http://instagram.com/zoemuntaner
http://linkedin.com/in/zoemuntaner
IMPORTANT WARNING : This email (and any attachments) is only intended for the use of the person or entity to which it is addressed, and may conta in
information that is privileged and confidential. You, the recipien t, are obligated to maintain it in a safe, secure and confide ntial manner. Unauthorized re
disclosure or failure to maintain confidentiality may subject you to federal and st ate penalties. If you are not the intended r ecipient, please immediately notify
me by return email, and delete this message from your computer.
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Vernice Hankins
From:Mary Marlow <mmarlow7@icloud.com>
Sent:Tuesday, April 18, 2017 2:31 PM
To:councilmtgitems; Gleam Davis; Terry O’Day; Pam OConnor; Kevin McKeown Fwd; Ted
Winterer; Sue Himmelrich; Tony Vazquez
Cc:Mary Marlow; Attorney Mailbox; Rick Cole
Subject:Agenda Item 8A
Importance:High
Mayor and Council Members,
A few thoughts you might want to cons ider on Agenda Item 8A (Policies of City Boards, Commissions and
Task Forces);
Generally, we support the idea of combining the three Reso lutions governing these groups consolidated into one
Resolution with a few suggested changes;
1) Ethics Training and Financial Di sclosure (Form 700) should both be re quired for continuing appointments,
please add financial disc losure to Section 11
2) Section 2 (D) - There is no reas on given as to why tenant member s of the Housing Commission, Clean
Beaches and Citizens Oversight, Travel & Tourism (old name is mistakenly used in draft ordinance) and
Downtown Santa Monica, Inc. are excluded from the two term limit. This should be changed for the same
reason as all other Boards and Commissions, to bring in fresh ideas and limit entren ched political power of
individuals.
3) Term Limits for Advisory Boards B. - The LA C ounty Metropolitan Water Distri ct terms should be limited
to two terms for the same reasons stated above.
4) Section 10 (D) - Add a provision for the Council to remove a member for non-attendance because many
board and commission members hesita te to vote a fellow member out.
Respectfully,
Mary Marlow for
Transparency Project
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Vernice Hankins
From:Denise Anderson-Warren
Sent:Tuesday, April 18, 2017 4:14 PM
To:councilmtgitems
Subject:FW: City Council Meeting agenda item 8-A
Importance:High
From: Misti Kerns [mailto:mkerns@santamonica.com]
Sent: Tuesday, April 18, 2017 4:11 PM
To: Pam OConnor <Pam.OConnor@SMGOV.NET>; Gleam Davis <Gleam.Davis@SMGOV.NET>; sue ‐
himmelrich@smgov.net; Terry O’Day <Terry.Oday@smgov.net>; ted ‐winterer@smgov.net; tony ‐vasquez@smgov.net;
kevin ‐mckeown@smgov.net
Cc: Rick Cole <Rick.Cole@SMGOV.NET>; Denise Anderson ‐Warren <Denise.Anderson ‐Warren@SMGOV.NET>; Jason
Harris <Jason.Harris@SMGOV.NET>; Kevin McKeown Fwd <kevin@mckeown.net>; Ted Winterer
<tedwinterer@gmail.com>; Tony Vazquez <tvazquez1630@gmail.com>
Subject: City Council Meeting age nda item 8 ‐A
Importance: High
Hello, in reviewing the agenda for tonight’s meeting we would like to focus your attention on item 8A. Should this item
move ahead, it appears to leave out ½ of our current board members as only 5 are city appointed seats. Section 8 of the
resolution states: Policies regarding written communications ar e contained within Section 8 of the resolution. In an
effort to ensure compliance with the Brown Act and transact City business through City email, additional language is
proposed to require all City ‐appointed board, commission, committee, and task force members to utilize their City ‐issued
email address for City business.
We are confi dent that as this is brought to your attention it will be corrected as all board members should be treated
equally regardless of the appointing body. As staff, it would prove very helpful for us to be copied on city and board
correspondence as we are often tasked with follow up and important re minders. Please also know that you can count
on us to clearly communicate the importance of these changes to expedite communication with our board of
directors. Thank you.
Misti Kerns, CMP CDME
President/CEO
SANTA MONI CA TRAVEL & TOURISM
2427 Main Street, Santa Monica, CA 90405
E . mkerns@santamonica.com P . 310.319.6263 W . santamonica.com
Facebook \ Twitter \ Instagram \ Pinterest
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