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HomeMy WebLinkAboutItem 8.2 Consolidation of the Human Services Commission and Parks and Community Services Commission Agenda Item 8.2 STAFF REPORT CITY COUNCIL Page 1 of 4 DATE: September 15, 2026 TO: Honorable Mayor and City Councilmembers FROM: Colleen Tribby, City Manager SUBJECT: Consolidation of the Human Services Commission and the Parks and Community Services Commission Prepared by: Shaun Chilkotowsky, Parks and Community Services Manager EXECUTIVE SUMMARY: The City Council will consider consolidating the Human Services Commission and the Parks and Community Services Commission (PCSC). The consolidation would temporarily expand the PCSC to a nine-member body (eight regular members and one student member) beginning January 2027. Beginning January 2029, the PCSC would transition to a seven-member body (six regular members and one student member) through a planned, permanent reduction in regular seats, structured so that regular commissioner terms remain staggered in two , three- member cohorts going forward. The consolidation includes merging existing bylaws into one consolidated set of new bylaws and repealing Dublin Municipal Code Chapter 2.14 (Human Services Commission). STAFF RECOMMENDATION: Adopt the Resolution Approving the Consolidation of the Human Services Commission and the Parks and Community Services Commission and Related Actions, and waive the reading and introduce an Ordinance Repealing Dublin Municipal Code Chapter 2.14 (Human Services Commission). FINANCIAL IMPACT: The consolidation will result in savings f rom reduced monthly stipends and reduced costs related to meeting coordination and preparation . DESCRIPTION: Background Staff in the Parks and Community Services Department serve as liaisons to five commissions and committees: the Heritage and Cultural Arts Commission, Human Services Commission 108 Page 2 of 4 (HSC), Parks and Community Services Commission (PCSC), Senior Center Advisory Committee, and the Youth Advisory Committee. These commissions and committees advise Staff and the City Council on all matters related to the work of the Parks and Community Services Department. To ensure that commissions are meaningful and an effective use of the community members’ time, and to gain administrative efficiencies for the City, Staff has developed a proposal that would consolidate the HSC with the PCSC, with the roles and responsibilities merged into a single entity. Existing Commissions HSC and Grant Program The HSC was established in 2013 and meets three times a year. It has five members serving staggered four-year terms, plus two alternates serving two-year terms. The HSC’s primary role is to review applications and recommend funding for the Human Services Grants Program. The grant program allocates financial support to local non-profit organizations serving the Dublin community that address opportunities and challenges identified in the 2024 Eastern Alameda County Human Services Needs Assessment and priorities set by the City Council. Grant-funded activities include senior services, food and nutrition programs, youth services and childcare, and other safety net services. The grant program recently shifted to a two-year cycle, which provides funding certainty to grantees and allows for more advanced planning. PCSC The PCSC’s role includes advising on City parks and recreation activities, events, and programs. It also includes matters related to the operation and maintenance of effective, efficient, and adequate recreation and rental facilities. In recent years, the PCSC has advised on park designs, capital improvement projects, department policies, the Master Fee Schedule, and future recreation and community service needs. The PCSC also considers proposals by the Youth Advisory Committee, including recommendations for the annual Youth Mini -Grant program, and forwards a final recommendation to City Council. Recommendation for Consolidation The two commissions, while serving distinct purposes, have common goals including supporting a high quality of lif e, maintaining a safe and secure community, and providing access to equitable, inclusive, and affordable programs and services. By consolidating the HSC into the PCSC, community health and welfare activities would belong to a single appointed advisory body. Future review and recommendation of Human Services Grants and related tasks would shift to the newly consolidated group, with all existing PCSC tasks remaining unchanged. The consolidated commission would retain the PCSC name and be effective January 1, 2027. Commission Expansion Under this consolidation, no current commissioner terms would be eliminated or have a reduction in term length (some commissioner terms expire at the end of 2026 and would not be refilled). The consolidated commission will initially have nine seats, including eight regular members and one student member, beginning in January 2027. The size of the commission will be reduced to seven members, including six regular members and one student member, beginning in January 2029, as further detailed below. 109 Page 3 of 4  January 2027: Beginning in January 2027, the PCSC would comprise three existing commissioners from the former HSC, two existing commissioners from the PCSC, the student representative, and three newly appointed commissioners.  January 2029: The term of the existing five commissioners expires in December 2028. In order to ensure staggered terms for the commissioners and ensure that no more than half of them turn over in the same year, Staff recommends recruiting three new commissioners for seats beginning January 2029. This results in two three-member cohorts serving staggered four-year terms, as shown in Table 1 below: one cohort (appointed January 2027) expiring December 2030, and one cohort (appointed January 2029) expiring December 2032. The student representative continues as an annual appointment, unaffected by this change. Table 1. Staggering Structure Cohort Seats Source Appointed Term Expires Term Length A 3 2027 new-appointee cohort January 2027 December 2030 4 years B 3 2029 new-appointee cohort January 2029 December 2032 4 years Student Rep 1 Annual appointment June Annually 1 year Joint Special Meeting At a Joint Special Meeting on August 26, 2026, the HSC and the PCSC reviewed the consolidation proposal and schedule and voted unanimously in favor of it. A resolution approving the consolidation of the two commissions is included as Attachment 1. The draft bylaws for the consolidated commission are included as Attachment 2 where underlined text is proposed to be added and text with a strikethrough is proposed to be deleted. Dublin Municipal Code The consolidation requires an amendment to Dublin Municipal Code (DMC), repealing Chapter 2.14 (Human Services Commission). The City Council is requested to introduce the ordinance amending the DMC, and following final adoption, the change will be effective December 31, 2026. Next Steps Should the City Council approve the proposal and take related actions, Staff will begin the implementation process, including modifying recruitment and training materials. Staff will also begin working with the newly consolidated PCSC to review the Human Services Grant Program delivery model for the upcoming grant cycle. 110 Page 4 of 4 STRATEGIC PLAN INITIATIVE: Strategy 2: Fiscal Sustainability Objective 2F: Implement operational cost control measures, where feasible, while maintaining a high level of service to the community. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council agenda was posted, and copies were provided to the current Human Services and Parks and Community Services Commissioners. ATTACHMENTS: 1) Resolution Approving the Consolidation of the Human Services Commission and the Parks and Community Services Commission and Related Actions 2) Exhibit A to the Resolution - Amended and Restated Bylaws of the Parks and Community Services Commission 3) Ordinance Repealing Dublin Municipal Code Chapter 2.14 (Human Services Commission) 111 Attachment 1 Reso. No. XX-26, Item X.X, Adopted XX/XX/2026 Page 1 of 2 RESOLUTION NO. XX – 26 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE CONSOLIDATION OF THE HUMAN SERVICES COMMISSION AND THE PARKS AND COMMUNITY SERVICES COMMISSION AND RELATED ACTIONS WHEREAS, to ensure that commissions are meaningful and an effective use of the community members’ time, and to gain some efficiencies in the use of Staff, it is recommended that the activities of the Human Services Commission and Parks and Community Services Commission be consolidated into the roles and responsibilities of a single commission; and WHEREAS, at a Joint Special Meeting of the Human Services Commission and Parks and Community Services Commission, the commissions voted unanimously in favor of the consolidation; and WHEREAS, Staff prepared a consolidation plan, including the expansion of the new consolidated commission to a nine-member body beginning January 2027, inclusive of the Student Representative, who is seated each June annually, transitioning to a seven-member body beginning January 2029 through a planned, reduction in regular seats from eight to six; and WHEREAS, the consolidated Commission will retain the name of Parks and Community Services Commission; and WHEREAS, the consolidation of these two commissions requires the City to amend and restate the Parks and Community Services Commission bylaws to incorporate the roles and responsibilities of the Human Services Commission and to repeal the establishment of the Human Services Commission and its bylaws; and WHEREAS, in order to maintain staggered terms for the consolidated Commission, the five regular seats whose terms expire in December 2028 will not be fully refilled; instead, three new commissioners will be recruited for seats beginning January 2029, resulting in two three-member cohorts of regular commissioners serving staggered four-year terms, one cohort expiring December 2030 and one cohort expiring December 2032. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the consolidation of the Human Services Commission and Parks and Community Services Commission, and the activities of the two Commissions become part of a single Commission effective January 1, 2027. BE IT FURTHER RESOLVED that the City Council approves the Parks and Community Services Commission to retain its name, and amends and restates the Parks and Community Services Commission Bylaws, effective January 1, 2027, as attached as Exhibit A to this Resolution. BE IT FURTHER RESOLVED that the City Council repeal the establishment of the Human Services Commission and Human Services Commission bylaws effective December 31, 2026. BE IT FURTHER RESOLVED that the City Council approves a permanent reduction of the consolidated commission's regular seats from eight to six, effective with the recruitment cycle beginning January 2029, structured so that regular commissioner terms remain staggered in two three-member cohorts, one expiring December 2030 and one expiring December 2032. 112 Reso. No. XX-26, Item X.X, Adopted XX/XX/2026 Page 2 of 2 PASSED, APPROVED, AND ADOPTED BY the City Council of the City of Dublin, on this 15th day of September 2026 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk 113 Attachment 2 _________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Parks and Community Services Commission September 15, 2026 ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Parks and Community Services Commission of the City of Dublin. A copy of these Rules and amendments thereto shall be filed in the offices of the City Clerk for examination by the public. Section 2. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. ARTICLE II COMMISSION COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Parks and Community Services Commission shall be composed of eight regular members and one student member ('members or Commissioners') from January 2027 through December 2028, and six regular members and one student member beginning January 2029. The student member shall be a high school student residing in the City of Dublin. Section 2. The Mayor shall make all appointments to the Commission, with the approval of the City Council. Section 3. Commission members and alternates may resign at any time by giving written notice to the Mayor and City Clerk. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Commission members shall be appointed for terms that run four years. Terms shall begin in January following even-numbered election years and end in December of an even- numbered election year (or until successors are appointed). At the end of a Commission member’s term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight years with two four-year terms. No term limit shall apply to alternates. Section 2. The term of the student member shall be for one year, commencing July 1st and terminating on the following June 30th. Section 3. Any member or alternate of the Commission may be removed from office with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. Section 4. Commission members and the alternate should endeavor to attend all regular and special meetings of the Commission. The Secretary to the Commission shall provide the Mayor with quarterly reports on Commissioner and Alternate Commissioner attendance. After the third absence from a regularly scheduled Commission meeting within any 12-month period, said Commission member’s or alternate’s office shall be automatically declared vacant. CITY OF DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION BYLAWS AND RULES OF PROCEDURE 114 Attachment 2 _________________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Parks and Community Services Commission September 15, 2026 Section 5. If a Commission member or alternate ceases to reside in the City of Dublin, said Commissioner’s office shall be automatically declared vacant. ARTICLE IV VACANCIES Section 1. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. In the event of a Commission vacancy, the alternate will be considered without submitting a new application unless the alternate notifies the Clerk that he or she does not want to be considered for appointment to the vacancy. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Commission shall elect, by majority vote, a Chairperson and Vice Chairperson at the first meeting of each year. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years. Alternates are not eligible to serve as Chairperson or Vice Chairperson. Section 2. The Secretary to the Commission will be the City Manager or his/her designee. Section 3. Vacancies. In case of any vacancy in the Office of the Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. Section 4. Duties of Officers. The Chairperson performs the following duties: (a) Presides at all meetings of the Commission. (b) Appoints committee members and chairpersons of committees as necessary. (c) Signs correspondence on behalf of the Commission. (d) Represents the Commission before the City Council. (e) Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her ability to act, the Vice Chairperson presides in the place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. Section 5. The Committees. The Commission or Chairperson, upon direction of the Commission, may appoint several of its members, but fewer t han a quorum, to serve as a committee. On certain occasions, such as when a particular kind of expertise or public 115 Attachment 2 _________________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Parks and Community Services Commission September 15, 2026 representation is desirable, the Commission may appoint non-members to a committee. Committees make recommendations directly to the Commission. ARTICLE VI MEETINGS Section 1. The Commission shall hold all regular meetings at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. The Commission shall endeavor to hold at least one meeting per month. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. Section 2. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Section 3. Commissioners and the Alternate Commissioner shall attend all regular and special Commission meetings in person. Commissioners will not be permitted to use teleconference as an option to attend any Commission meetings. ARTICLE VII GENERAL RESPONSIBILITIES OF THE COMMISSION Section 1. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate program of parks, recreation, and community services for the citizens of Dublin. Additionally, the Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to Human Services needs in the City of Dublin. Such recommendations would include, but are not limited to, the following: (a) recommendations for the development, improvement and/or modification of recreation and community services and facilities; (b) future recreation and community service needs; (c) conduct of persons using park and recreation facilities by the public; (d) annual review of the Parks and Community Services Strategic Plan; (e) funding for the Human Services Grants Program; and (f) Tri-Valley Needs Assessment. Section 2. The Commission shall also accept and consider recommendations from the Senior Center Advisory Committee and the Youth Advisory Committee, and forward the recommendations to the City Council, as appropriate. 116 Attachment 2 _________________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Parks and Community Services Commission September 15, 2026 Section 3. A majority vote of voting members is required to take action. Section 4. The alternate shall participate in all Commission matters except the that alternate shall vote only in the event of an absence of a member or of a vacancy on the Commission. In such event, the alternate shall participate as a voting member for the duration of the absence or vacancy. ARTICLE VIII DUTIES OF COMMISSION TO BE ADVISORY ONLY Section 1. It is intended that the Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdiction. Each Commissioner and Alternate Commissioner is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE IX STAFF ASSISTANCE Section 1. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time , request, subject to the limitations imposed by the City Council. ARTICLE X AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 117 Attachment 3 Ord. No. XX-26, Item X.X, Adopted XX/XX/2026 Page 1 of 1 ORDINANCE NO. XX – 26 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DUBLIN REPEALING DUBLIN MUNICIPAL CODE CHAPTER 2.14 (HUMAN SERVICES COMMISSION) WHEREAS, the City occasionally initiates amendments to the Dublin Municipal Code to clarify, add, amend, or delete certain provisions that are relevant to changes occurring in the community; and WHEREAS, the City initiated changes to Dublin Municipal Code Chapter 2.14 to consolidate the Human Services Commission and the Parks and Community Services Commission, resulting in a broadened oversight of community health and welfare ; and WHEREAS, the City Council did hear and consider all said reports, recommendations, and testimony set forth above and used its independent judgment to evaluate the change. NOW, THEREFORE, the City Council of the City of Dublin does ordain as follows: Section 1. Dublin Municipal Code Chapter 2.14 is repealed in its entirety. Section 2. Effective Date. This Ordinance, following its final adoption, shall take effect December 31, 2026. Section 3. Posting. The City Clerk of the City of Dublin shall cause this Ordinance to be posted in at least three public places in the City of Dublin in accordance with Section 36933 of the Government Code of the State of California. PASSED, APPROVED, AND ADOPTED BY the City Council of the City of Dublin, on this ____ day of _________ 2026 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk 118 Consolidation of the Human Services and Parks and Community Services Commissions September 15, 2026 119 Background Responsibilities include: •Recommendations for development, improvement, and/or modifications of recreation and community services and facilities. •Future recreation and community service needs. •Conduct of persons using park and recreation facilities by the public. •Annual review of the Parks and Community Services Strategic Plan. •Accept and consider Youth Advisory Committee and Senior Center Advisory Committee recommendations. Responsibilities include: •Human Services Needs Assessment. •Biennial Community Grant Program. 120 Considerations •Commissioner Time and Input •Meaningful •Substance •Staff Time •Document Preparation •Recruitments and Appointments •Regular and Vacancies •Broad and Encompassing –Quality of Life •Overall Community Health and Welfare •Access to Equitable, Inclusive, and Affordable Program and Services 121 Consolidation & Expansion Existing 5 3 from HSC & 2 from PCSC January 2025 December 2028 4 Years (2 Complete, +2 More) New + Existing 3 New Appointments January 2027 December 2030 4 Years New + Recent Appointments 3 New Appointments January 2029 December 2032 4 Years Student Rep 1 Annual Appointment June Annual 1 Year 122 Next Steps 123 Recommendation Adopt the Approving the Consolidation of the Human Services Commission and the Parks and Community Services Commission and Related Actions, and waive the reading and introduce an Repealing Dublin Municipal Code Chapter 2.14 (Human Services Commission). 124 Thank You 125