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HomeMy WebLinkAbout4.5 - 2043 Consolidation of Commissions Page 1 of 4 STAFF REPORT CITY COUNCIL DATE: June 5, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Consolidation of Human Services Commission and Parks and Community Services Commission Prepared by: Linda Smith, Assistant City Manager EXECUTIVE SUMMARY: The City Council will consider a consolidation of two commissions, Parks and Community Services and Human Services, as was discussed at its February 3, 2018 Strategic Planning meeting. As part of that action, the City Council will consider increasing the consolidated Commission to an eight -member body and change one of the 2020 terms to two years, or convert any vacated term prior to 2020 to two years, whichever comes first. The consolidation wou ld be effective beginning in December 2018. STAFF RECOMMENDATION: Adopt the Resolution Approving the Consolidation of the Human Services Commission and its activities into the Parks and Community Services Commission, Amending and Restating the Parks and Community Services Commission Bylaws; and Approving a Two-Year Term for One Commissioner Appointed to the 2020 seat. FINANCIAL IMPACT: The consolidation will result in savings for three monthly stipends and related training costs for Commissioners. DESCRIPTION: On February 3, 2018, the City Council held its bi-annual Strategic Planning meeting to discuss several items, including updates the City’s Mission, Vision and Values, prioritization of future parks capital projects, revisions to its two -year Strategic Plan, and a review of work by three commissions. The City Council approved updates to its Vision, prioritized its parks projects over the next five years, adopted updates to its Strategic Plan and asked Staff to bring back a consolidation plan for the Human Services Commission and the Parks and Community Services Commission. Page 2 of 4 As part of its presentation, Staff outlined the meeting history for Parks and Community Services and the Human Services Commission from March 2015 to December 2017, including the number of cancellations and the number of agenda items that resulted in recommendations to the City Council. Table 1 - March 2015-December 2017 Recommendations to the City Council Other Total Staff Reports/Items (excluding minutes) Percent with City Council Recommendation Cancelled Meetings Parks and Community Services Commission 12 38 50 24% 11 of 39 Human Services Commission 3 34 37 8% 6 of 18 As the table shows, most of the work to support the two commissions doesn’t result in recommendations to the City Council. This is particularly the case of the Human Services Commission as their primary purpose is to recommend grant funding for community grants and Community Development Block Grants once a year. To ensure that commissions are meaningful and an effective use of the community members’ time, and to gain some efficiencies in the use of City staff assigned (meeting planning, staff report writing, agenda creation and posting, as well as meeting attendance, follow up and minutes), it is recommended that the activities of the Human Services Commission be transferred into the roles and responsibilities of the Parks and Community Services Commission. It is further recommended that the City Council change the Parks and Community Services Commission from a six-member body to an eight-member body. The even numbered structure is inclusive of the Student Representative, which is seated annually each July. This proposed membership structure would enable a seamless transition to a singular body without any member of either Commission losing its current seat plus allows the City Council to appoint two seats at the end of the 2018 term. Because the role of the new Parks and Community Services Commission will include the recommendation of grant funding for community grants and Community Development Block Grants, the bylaws will be amended to clarify that although the Student Representative is a full commissioner for purposes of a quorum, they are not permitted to vote on grant funding. They are, however allowed and encouraged to express their views on said topic and to vote on all other items before the Commission. Currently, the Human Services Commission has five seats and two seats have terms ending in December 2018 with three ending in December 2020. The Parks and Community Services Commission has six seats, five of which are for the community at large. Three seats have terms ending in December 2018 with two ending in December 2020. The following table shows how those seats would be transferred. Page 3 of 4 Table 2 - Current and Proposed Seats/Terms Current PCS Commission Human Services Commission Seats Expiring in 2018 3 2 Seats Expiring in 2020 2 3 Total Seats 5 5 Proposed PCS Commission Combined Seats - Carrying over Seats Expiring in 2020 5 New Seats for Appointment until 2022 2 Student Rep (Existing) 1 Total Seats 8 Timing of Vacancies With a seven-member body, there would typically be four vacancies and then two years later, three vacancies. With the proposed consolidation, there would be five vacancies in 2020 and two in 2022. To remedy this, Staff proposes the City Council establish one of the five vacancies in 2020 as a two-year term and converting back to a four-year term on 2022. Further, Staff recommends that the City Council establish a policy that first vacancy of a commission seat with a 2020 term be automatically changed to a two -year term. To summarize, Staff recommends the following actions: 1. Consolidate the Human Services Commission and its activities into the Parks and Community Services Commission and establish an eight -member body; 2. Amend and Restate the Parks and Community Services Commission Bylaws, effective December 2018; 3. Establish one of the 2020 terms as a two-year seat, ending in 2022, then back to a four-term year term after 2022. And/or establish a policy that the first of any of the 2020 terms are vacated prior to the end of the term, that it be automatically changed to a two-year term ending in 2022 and then back to a four-year term. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of this Staff Report has been provided to the members of the Human Services and Parks and Community Services Commission. 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 Bylaws for the Parks and Community Services Commission Page 4 of 4 ATTACHMENT 1 RESOLUTION NO. xx - 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING THE CONSOLIDATION OF THE HUMAN SERVICES COMMISSION AND ITS ACTIVITIES INTO THE PARKS AND COMMUNITY SERVICES COMMISSION; AMENDING AND RESTATING THE PARKS AND COMMUNITY SERVICES COMMISSION BYLAWS; AND APPROVING A TWO-YEAR TERM FOR ONE COMMISSIONER APPOINTED TO THE 2020 SEAT (UNTIL 2022) AT WHICH TIME TERMS WILL REVERT TO A FOUR-YEARS WHEREAS, on February 3, 2018, the City Council held its bi-annual Strategic Planning meeting to discuss several items, including a review of the activities of three commissions, including the Human Services Commission and the Parks and Community Services Commission; and WHEREAS, Staff included a meeting history from March 2015-December 2017, including the number of cancellations and the number of agenda items that resulted in recommendations to the City Council; and 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 City staff, it was recommended that the activities of the Human Services Commission be consolidated into the roles and responsibilities of the Parks and Community Services Commission. WHEREAS, at that meeting of February 3, 2018, the City Council requested that Staff bring back a consolidation plan for the Human Services Commission and the Parks and Community Services Commission; and WHEREAS, Staff has prepared the consolidation plan, including a recommendation to change the Parks and Community Services Commission from a six-member body to an eight-member body. The even numbered structure is inclusive of the Student Representative, which is sea ted annually each July; and WHEREAS, the consolidation of these commissions requires the City to amend and restate the Parks and Community Services Commission bylaws to account for the roles and responsibilities of the Human Services Commission; and WHEREAS, in order to balance the appointment process for Parks and Community Services Commission, Staff recommended that the City Council establish one of the five vacancies in 2020 as a two-year term and converting back to a four-year term on 2022. WHEREAS, Staff also recommended that the City Council establish a policy that first vacancy of a commission seat with a 2020 term be automatically changed to a two -year term. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin approves the consolidation of the Human Services Commission and its activities into the Parks and Community Services Commission, effective December 2018. ATTACHMENT 1 BE IT FURTHER RESOLVED that the City Council amends and restates the Parks and Community Services Commission Bylaws, effective December 2018, as attached as Exhibit A to this Resolution and revokes the Human Services Commission bylaws effective December 2018. BE IT FURTHER RESOLVED that the City Council approves a two-year term for one Commissioner appointed to the 2020 seat (until 2022) at which time terms will revert to a four-year term, unless vacated prior to 2020, at which point the City Council will automatically change that term to two years. PASSED, APPROVED AND ADOPTED this 5th day of June 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________________ Mayor ATTEST: _______________________________________ City Clerk 2962242.1 ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Parks and Community Services Commission Effective December 2018 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 six eight (6 8) members, one of whom is a high school student residing in the City of Dublin. The high school student member is not permitted to vote on grant funding as described in Article VII, Section 1(e). They are, however, counted as a member of the quorum and are permitted to participate in discussions on all topics, inclusive of grant funding. Section 2. The Mayor shall make all appointments to the Commission, with the approval of the City Council. Section 3. Commission members 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 which run four (4) years beginning in December of even numbered election years and ending in December of an even numbered election year. At the end of a Commissioner 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 (8) years with two (2) 4- year terms. Section 2. The term of the student member shall be for one (1) year, commencing July 1st and terminating on the following June 30th. Section 3. Any member of the Commission may be removed from the 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 should endeavor to attend all regular and special meetings of the Commission. The Secretary to the Commission shall provide the Mayor with quarterly attendance reports by Commissioners. After the third absence from a regularly CITY OF DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION BYLAWS AND RULES OF PROCEDURE ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Parks and Community Services Commission Effective December 2018 scheduled Commission meeting within any twelve (12) month period, said Commission member’s office shall be automatically declared vacant. Section 5. If a Commissioner member 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. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Commission shall elect a Chairperson at the first meeting in January of each year, or if a quorum is not present, at the next meeting at which a quorum is present. 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 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. 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 meeting of the Commission. (b) Appoints committee 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 than a quorum, to serve as a ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Parks and Community Services Commission Effective December 2018 Committee. On certain occasions, such as when a particular kind of expert ise or public representation is desirable, the Commissions may appoint non-members to the Committee. Committees make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. ARTICLE VI MEETINGS Section 1. The Commission shall hold at regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. 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 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 service needs in the Tri-Valley. Such recommendations would include, but are not limited to the following: (a) recommendations for the development, improvement and/or modification of recreation of 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 Community Grants Program and the Community Development Block Grant Program; and (f) Tri-Valley Needs Assessment. ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Parks and Community Services Commission Effective December 2018 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. 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 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. 2579990.2 2808791.1