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HomeMy WebLinkAboutRes 99-83 & 99-84 - Role of City Council Liaisons & Appointm (5) April 21, 2003 - Council/Ay..scy Agenda - Page 5 . R d C-1. Council Committee/Council Liaison Reports Rig, C-1a. (City Council) (1) Accept Ad Hoc Council Committee Report Reaffirming Resolution No. 99-84 Regarding Role of Council Liaisons and (2) Consider Staff Resources Allocated to Council Liaisons/Boards/Commissions as Part of the Budget Process (120.10) Communication from Councilmember Jill Hardy, Chair, Ad Hoc Council Committee on behalf of City Councilmembers Gil Coerper and Pam Houchen transmitting the following Statement of Issue: At the March 3, 2003, meeting, Mayor Connie Boardman presented an H-Item relating to the role of Council liaisons and the number of city committees, boards, commissions, and task forces. As part of the H-Item, an Ad Hoc Council committee was approved. Committee members included City Council Members Pam Houchen, Gil Coerper, andmyself. The purpose of the committee was to review Resolution 99-84 (attached) regarding the role of council liaisons, and to make recommendations to the City Council regarding the number of committees, boards, commissions and task forces currently in existence: The Ad Hoc committee met on March 26, 2003 to review these issues. Pending further consideration of Resolution 99-84, the committee unanimously agreed to reaffirm the role of Council Liaisons as outlined in Resolution 99-84. With respect to the second issue, however, the committee agreed that a determination or recommendation for combining city boards/commissions essentially related to available staffing resources and the City's current budget process. Therefore, the Committee recommended addressing this issue as part of i that process. Should further consideration be required by the committee at that time, a second meeting would be convened. Recommended Action: Motion to: 1. Reaffirm Resolution No. 99-84 as the guiding document regarding the role of City Council liaisons; and 2. Consider staff resources allocated to city boards and commissions as part of the budget process. Reconvene the Ad Hoc committee as required. Approved 7-0 C-2. City Administrator's Report Police Chief Small announced relay race through desert from Baker to Las Vegas in which the Huntington Beach Police placed 2"d in their division. Public Works Director Robert F. Beardsley highlighted Consent Calendar Item E-6. CITY OF HUNTINGTON BEACH City Council Interoffice Communication To: Honorable Mayor and City Council Members From: Pam Julien, Council Member Date: April 23, 1999 Subject: Board and Commission Appointments At the April 196'City Council meeting Council created a sub-committee consisting of Mayor Green,Mayor Pro tem Garofalo,and Past Mayor Dettloff. This Ad-Hoc Sub-Committee was created to recommend procedures for Council consideration in the matter of appointing Council liaisons to various boards, commissions,and organizations and to review make-up of the current boards and commissions. We currently have four advisory bodies that have individual appontments to the boards by each of the City Council Members. These are: Finance Board Fourth of July Executive Board Investment Advisory Board Planning Commission Note that the Fourth of July Board was changed from a large committee to a board at the August 21,and September 5, 1995,City Council Meetings. There are other advisory bodies that are extremely significant to the City of Huntington Beach. Because of this,it is important that they reflect the viewpoint of all the Council members rather than just the two that serve as their respective liaisons. This change would actually allow for greater communication between them and the City Council. It would also provide a more focused direction. I am,therefore,requesting that this Council Sub-committee review the following advisory bodies and consider changing them to have individual appointments by each City Council Member as well. Citizen Participation Advisory Board Community Services Commission Environmental Board Personnel Commission Public Works Commission PJ:lp a _ -� � � � � _ ` „� � ��� �. .. RESOLUTION NO. 99-8 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ESTABLISHING A POLICY FOR APPOINTMENT OF COUNCIL LIAISONS TO ADVISORY BODIES TO THE CITY COUNCIL, CITIZEN COMMITTEES, STANDING COUNCIL COMMITTEES, AD HOC COUNCIL COMMITTEES, AND EXTERNAL AGENCIES AND ORGANIZATIONS WHEREAS, the City Council of the City of Huntington Beach desires to adopt a policy for assignment of Council Liaisons to Advisory Bodies to the City Council, Citizen Committees, Standing Council Committees, Ad Hoc Council Committees, and External Agencies and Organizations, NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: 1. That this Resolution shall be the policy of the City Council regarding the appointment of City Council liaisons to Advisory Bodies to the City Council, Citizen Committees, Standing Council Committees, Ad Hoc Council Committees, and External Agencies and Organizations. 2. That the following definitions shall be used in the implementation of this policy: Advisory Body -- A body enacted by action of the City Council to serve as a standing body to provide advice to the City Council in a specific area or on a specific subject. These could be constituted as a commission, board, or committee as defined in the Huntington Beach Municipal Code Chapter 2.100. Examples of these are the Public Works Commission and the Allied Arts Board. Citizen Committee -- A group of citizens either established by the citizens and formally recognized by Council, or established by the Council. These groups have a specific, narrow focus and an open membership and in most cases are limited in duration based on need. Standing Council Committee -- A standing committee of the Council created by an action of Council in response to an ongoing issue. These committees are made up of Council members only(three or less) with staff support. Ad Hoc Council Committee -- A temporary committee of the Council created by an action of Council in response to an issue that is limited in scope and duration. These committees would be made up solely of Council members with three or less Council members and staff support person(s). 1 4/s:4-99Resolutions:Liaisons RLS 99-542 8/3 I/99 External Agencies -= Groups both local and regional requiring participation by one or more members of the City Council with appointment by the City. Regional or State Appointments -- Groups both regional and state with participation by appointment made externally and non-discretionary to the City. Liaison -- A non-voting representative of the Council acting as liaison between the specified body and the Council. Member -- A participating, voting member of a Standing or Ad Hoc Council Committee. Appointee -- A representative of the Council appointed to act as the City Council's representative to that body and with the powers vested in the City's representative by that body. 3. That all assignments as liaison, member, or appointee will occur on an annual basis no later than the first meeting in January after the appointment of the new Mayor. 4. That the procedures for making the assignments will be as follows: • Mayor or Mayor-to-be will send out a memo requesting that each Council Member submit a prioritized list of those assignments that are of interest to them. • The Mayor will utilize these lists to match to the best of his/her ability the requested assignments with the needs of the respective body while attempting to equitably balance the distribution of assignments. • Before submitting the list to the Council at a Council meeting, the Mayor will distribute the proposed list of assignments in a memo to Council. A period of not less than one week will be allowed for feedback from the Council members before the list is submitted for Council approval at a Council meeting. The memo should include a statement that every effort will be made by the Mayor to balance the distribution of liaison assignments. • During that week, it will be the responsibility of each Council member to convey to the Mayor any requests for changes in the assignments. • The Mayor will make every effort to accommodate the requests of the Council members including assigning three members of the Council, but no more, when more than two members have indicated that a specific assignment is a high priority. • When the week for review has past and the Mayor has finalized the list of Council Liaison Assignments, the list will be submitted to the Council at the next regular meeting of the City Council for approval. As a general rule,.this should occur at the 2nd Council meeting in December. 2 4/s:4-99Resolutions:Liaisons RLS 99-542 8/31/99 PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 4th day of October , 1999. Mayor �" ATTEST: APPROVED AS TO FORM: City Clerk �-�y City Attorney REVIEWED AND APPROVED: INITIATED AND APPROV D: ity Administrator 3 4/s:4-99Resolutions:Liaisons RLS 99-542 8/31/99 Res. No. 99-83 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, CONNIE BROCKWAY, the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular meeting thereof held on the 4th day of October, 1999 by the following vote: AYES: Julien,Bauer, Garofalo, Green, Dettloff, Harman NOES: None ABSENT: Sullivan ABSTAIN: None City Clerk and ex-officio Cleff of the City Council of the City of Huntington Beach, California �1111Vi' CITY OF HUNTINGTON BEAC City Council Interoffice Communication To: Honorable Mayor and City Council Members From: Jill Hardy, Chair, Ad Hoc Council Committee on behalf of City - Council Members Coerper and Houchen Date: April 1, 2003 co .� Subject: C-ITEM FOR APRIL 21, 2003, CITY COUNCIL MEETING- AD HOC COUNCIL COMMITTEE REPORT REGARDING ROLE OF COUNCIL LIAISONS/BOARDS/COMMISSIONS — STATEMENT OF ISSUE: At the March 3, 2003, meeting, Mayor Boardman presented an H-Item relating to the role of Council liaisons and the number of city committees, boards, commissions, and task forces. As part of the H-Item, an Ad Hoc Council committee was approved. Committee members included City Council Members Houchen, Coerper, and myself. The purpose of the committee was to review Resolution 99-84 (attached) regarding the role of council liaisons, and to make recommendations to the City Council regarding the number of committees, boards, commissions and task forces currently in existence. The Ad Hoc committee met on March 26, 2003, to review these issues. Pending further consideration of Resolution 99-84, the committee unanimously agreed to reaffirm the role of council liaisons as outlined in Resolution 99-84. With respect to the second issue, however, the committee agreed that a determination or recommendation for combining city boards/commissions essentially related to available staffing resources and the City's current budget process. Therefore, the Committee recommended addressing this issue as part of that process. Should further consideration be required by the committee at that time, a second meeting would be convened. RECOMMENDED ACTION (Motion to:) 1. Reaffirm Resolution NO. 99-84 as the guiding document regarding the role of City Council liaisons. 2. Consider staff resources allocated to city boards and commissions as part of the budget process. Reconvene the Ad Hoc committee as required. Attachment xc: Ray Silver Connie Brockway Bill Workman Clay Martin � I � I ` RES OLUTION NO. 9=S 4 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH REGARDINGTHE;ROLE OF COUNCIL LIAISONS AT CITIZEN COMMISSIONS, BOARDS AND COMMITTEES WHEREAS, the City of Huntington Beach has a number of citizen commissions, boards, and committees which meet on a regular basis; and A minimum of at least two City Council Members are assigned to each Citizen Commission, Board, Committee, or Task Force (Group) as Council Liaison; and Each Group has a chairman and vice chairman who have responsibility for holding the meetings, compiling the agendas, and assigning tasks; and The City Council now desires to clarify the.role and responsibilities of Council Liaisons with respect to their participation with the various Groups. NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: l. That the role and responsibilities of all Council Liaisons are as specified below: a. The Council Liaisons should inform their respective Groups that they may not be present at all meetings and that meetings should be scheduled regardless of their ability to attend. b. Council Liaisons should maintain a passive role at all meetings, serving only in an advisory capacity and as abridge between the Group and City -- Council. C. Council Liaisons should respond to questions when asked but should not direct the Group towards specific actions or activities. d. Council Liaisons should not impact the outcome of a decision or a vote . that the Group is considering. VsA-Mesolution: CCLiaisons Ades PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 4 th day of Octo r , 1999. Ma or ATTEST: APPROVED AS TO FORM: 1�1� 31 ) City Clerk f, ,- City Attorney INITIATED AND APPROVED: y Administrator 44:4-99Resolution: CCLiaisons t,iTY OF HUNTINGTON BEACH, MEETING DATE: October 4 DEPARTMENT ID NUMBER: 99-02 Council/Agency Meeting Held: /D- Deferred/Continued to: WI/Approved ❑ Conditionally Approved ❑ Denied 6-O S City Clerk's Signature Council Meeting Date: October 4 Department ID Number: 99-02 CITY OF HUNTINGTON BEACH x REQUEST FOR COUNCIL ACTION 3 M SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS C- *; SUBMITTED BY: RAY SILVER, City AdministratoS� PREPARED BY: Clay Martin, Director of Organizational Effectiveness � m SUBJECT: APPROVE CITY COUNCIL RESOLUTIONS REGARDING THE APPOINTMENT PROCESS FOR CITY COUNCIL LIAISONS AND THE ROLE OF CITY COUNCIL LIAISONS Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Two council member ad hoc subcommittees have met to discuss both the process of appointing council liaisons and the role of council liaisons at the various citizen group committee meetings. This RCA outlines the recommendations of these two different subcommittees and requests approval of the draft resolutions. Further discussion regarding Council Member Julien's memorandum (Attachment 1) is also required to determine if any action should be taken. Funding Source: Not applicable. Recommended Action: (Motion to:) 1. Approve Resolution No. q 9 Y-�which establishes a policy for appointment of council liaisons to advisory bodies -to the city council, citizen committees, standing council committees, ad hoc council committees, and external agencies and organizations. 2. Approve Resolution No. 92y which establishes a policy regarding the role of council liaisons at citizen commissions, boards and committees. c.liaisonRCA -2- 09/23/99 1:59 PM RtQUEST FOR COUNCIL ACTS MEETING DATE: October 4 DEPARTMENT ID NUMBER: 99-02 Alternative Action(s): 1. Do not approve Resolutions No.-B and advise the Council Liaison Subcommittee to reconsider the proposed guidelines. 2. Do not approve Resolutions No.19-,Nand advise the Council Liaison Subcommittee to reconsider the proposed guidelines. Analysis: Appointing of Council Liaisons to Citizen Groups At the April 19, 1999 City Council Meeting, an Ad Hoc Council Subcommittee was created for the purpose of reviewing the existing procedures for appointing Council Liaisons to the various City advisory committees. The Council Ad Hoc Subcommittee which was assigned to review these issues included Mayor Peter Green, Mayor Pro Tern Dave Garofalo, and Council Member Shirley Dettloff. A summary of their recommendations regarding the process for appointing council liaisons is provided below and included as part of the resolution (Attachment 2). Summary of Recommended Procedures 1. All assignments will occur on an annual basis, no later than the first meeting in January after the appointment of the new Mayor. 2. The Mayor or Mayor-to-be.will send out a memo requesting that each council member submit a prioritized list of those assignments that are of interest to them. 3. The Mayor will utilize these lists to match to the best of his/her ability the requested assignments while attempting to equitably balance the distribution of assignments. 4. A preliminary listing will be distributed to all council members by the Mayor at least one week prior to the date that the listing will be approved by the City Council. 5. During this one-week period, each Council Member will be responsible for conveying to the Mayor any requests for changes in assignments. 6. The Mayor will make every effort to accommodate these requests, including assigning up to three members of the Council. 7. After the one-week review period, the list will be submitted for approval by the City Council by the second meeting in December. Council Subcommittee Regarding the Number of Committees with Individual Appointments In follow-up to the formation of the Ad Hoc Subcomittee, Council Member Pam Julien requested that this subcommittee also provide a recommendation regarding the policy of one-on-one appointments (Attachment 1). As specified, Council Member Pam Julien c.liaisonRCA -3- 09/23/99 2:02 PM RtQUEST FOR COUNCIL ACTIUN MEETING DATE: October 4 DEPARTMENT ID NUMBER: 99-02 requested expanding the number of advisory bodies with individual council member appointments as indicated below. Committtees with Current Committees Proposed for Individual Appointments Individual Appointments Finance Board Citizen Participation Advisory Board Fourth of July Executive Board Community Services Commission Investment Advisory Board Environmental Board Planning Commission Personnel Commission Public Works Commission After discussing this issue, the subcommittee determined that the matter should be discussed by the full City Council before any further action is taken regarding this request. Role of Council Liaisons at Citizen Groups At the July 19, 1999 City Council Meeting, Council Member Dave Sullivan asked that a subcommittee be formed to discuss issues related to the role and duties of council liaisons at the City's various citizen group meetings. Following this date a Council Ad Hoc Subcommittee comprised of Mayor Pro Tern Garofalo and Council Members Shirley Dettloff and Dave Sullivan met and discussed the issues. A summary of their recommendations is provided below and included as part of the resolution shown as Attachment 3. 1. Council Liaisons should notify each advisory body that they may not be in attendance at every meeting, and that meetings should not be scheduled around their schedule. 2. Council Members should maintain a passive role at all meetings, serving only in an advisory capacity and as a bridge between the specific advisory body and the City Council. 3. Council Liaisons should respond to questions when asked, but should not direct the advisory body towards specific actions or activities. 4. Council Liaisons should not impact the outcome of a decision or a vote. Environmental Status: Not applicable. c.liaisonRCA -4- 09%23/99 2:02 PM RtQUEST FOR COUNCIL ACTIuN MEETING DATE: October 4 DEPARTMENT ID NUMBER: 99-02 Attachment(s1: City Clerk's Page Number No. Description 1 Memo from Council Member Pam Julien 2 Resolution No. 9943 regarding the process for appointing council liaisons to various citizen committees 3 Resolution No. - q regarding the role of council liaisons at various citizen committees RCA Author: E. Kuhnke c.liaisonRCA -5- 09/23/99 2:02 PM e` �x RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTNGTON BEACH REGARDING THE ROLE OF COUNCIL LIAISONS AT CITIZEN COMMISSIONS, BOARDS AND COMMITTEES WHEREAS, the City of Huntington Beach has a number of citizen commissions, boards, and committees which meet on a regular basis; and A minimum of at least two City Council Members are assigned to each Citizen Commission, Board, Committee, or Task Force (Group) as Council Liaison; and Each Group has a chairman and vice chairman who have responsibility for holding the meetings, compiling the agendas, and assigning tasks; and The City Council now desires to clarify the role and responsibilities of Council Liaisons with respect to their participation with the various Groups. NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: 1. That the role and responsibilities of all Council Liaisons are as specified below: a. The Council Liaisons should inform their respective Groups that they may not be present at all meetings and that meetings should be scheduled regardless of their ability to attend. b. Council Liaisons should maintain a passive role at all meetings, serving only in an advisory capacity and as a bridge between the Group and City Council. C. Council Liaisons should respond to questions when asked but should not direct the Group towards specific actions or activities. d. Council Liaisons should not impact the outcome of a decision or a vote that the Group is considering. 4/s:4-99Resolution: CCLiaisons RLS 99-657 PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 4th day of 0ctpjapr , 1999. Ma or ATTEST: APPROVED AS TO FORM: City Clerk �, City Attorney INITIATED AND APPROVED: y Administrator 4/s:4-99Resolution: CCLiaisons RLS 99-657 Res. No. 99-84 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, CONNIE BROCKWAY, the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular meeting thereof held on the 4th day of October, 1999 by the following vote: AYES: Julien, Bauer, Garofalo, Green, Dettloff, Harman NOES: None ABSENT: Sullivan ABSTAIN: None City Clerk and ex-officio ClKrk of the City Council of the City of Huntington Beach, California i RCA ROUTING SHEET INITIATING DEPARTMENT: Administration SUBJECT: Council Liaison Subcommittee Recommendations COUNCIL MEETING DATE: October 4, 1999 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Not Applicable Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED: FORWARDED Administrative Staff ( ) ( ) Assistant City Administrator (Initial) ( ) ( YIy3 ) City Administrator (Initial) ( ) ( a-w ) City Clerk ( ) EXPLANATION.FOR RETURN OF ITEM: Only)(Below Space For City Clerk's Use RCA Author: