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Home My WebLink About1996-02-06 City CouncilCity of Palo Alto C ty Manager’s Report TO:HONORABLE CITY COUNCIL Attn:Policy and Services Committee FROM:CITY MANAGER DEPARTMENT: City Manager AGENDA DATE: February 6, 1996 CMR:135:96 SUBJECT:Survey of City of Palo Alto Advisory Bodies REQUEST During the course of Council discussions related to Organization Review, and again during the Comprehensive Plan discussions, questions were raised about the extent of community involvement in City advisory bodies and the impact of those bodies on the City organization. This staff report transmits information on that subject to Council. RECOMMENDATIONS This is an information report. No Council action is requested. POLICY IMPLICATIONS The active involvement of the community in its government has always been a basic tenet of the City of Palo Alto. The Council and the staff regularly turn to the community for suggestions, reactions and advice. This is done both formally and informally. The more formal avenue is by means of advisory bodies. To assist Council in evaluating the sufficiency of these bodies and the allocation of City resources to their support, staff has attempted to compile a summary of the existing bodies. The attached matrix will be useful to Council when reviewing the Governance element of the Comprehensive Plan. The City Manager’s report to Council regarding boards and commissions will be agendized in the next few months. EXECUTIVE SUMMARY The attached matrix is a summary of all the bodies which currently function in an advisory capacity to the City of Palo Alto. To assemble this information, every department was asked to identify all the boards, commissions, committees and task forces known to it which function within, and have a direct relationship to, the City. Some of the bodies are the result of Council action, some have arisen because of the needs of the department or program. The CMR:135:96 Page 1 of 2 matrix attempts to display enough of the characteristics of each body to provide a fair comparison as to City support and involvement. The bodies are divided into three groups. The first group includes the six bodies whose charges are specified in the Municipal Code and whose members are Council-appointed. The second group is comprised of those bodies which have a reporting relationship to the City. The third group includes bodies which are responsible to their own boards of directors, yet have an important relationship to the City. Staffhas closely scrutinized this list: however, there may have been oversights. Deliberately not included were the Chamber of Commerce and its committees, the California Avenue Area Development Association or the Palo Alto Housing Corporation. Staff saw these as distinct from the City organization. Also not included were committees which have been conceived, but are not yet functioning: the Friends of Foothills Park, the Newsrack Regulation Working Group and the Homeless Task Force. FISCAL IMPACT The matrix attempts to convey an idea of the fiscal impact associated with these advisory bodies by providing estimates of the stafftime (salaries) and the other expenses (non-salary) such as printing and mailing, advertising, consultant and contract employee assistance, etc. ENVIRONMENTAL ASSESSMENT There is no environmental assessment required for this report. ATTACHMENTS Survey of the City of Palo Alto Advisory Bodies - Summary Data PREPARED BY: CITY MANAGER APPROVAL: Vicci Rudin, Assistant to the City Manager CMR:135:96 Page 2 of 2 SURVEY OF crrY OF PALO ALTO ADVISORY BODIES - SUMMARY DAT.& 3. I-~toric Resources Board Designate, preserve, protect, enhance ar’,d perpetuate those historic structures, districts and neighborhoods which cont~bute to the cultural and aesthetic heritage of Palo Alto...(PAMC 16.49.010) 1980 Permanent City Council 7 3 yrs 2/month City Council, PI.Planning Liaison Yes c.2,3,4,$16,635 $16,747 YesComm., ARB, Zoning 5Administrator 4. H~nan Relations Commission Foster public awareness and und~ing of human relations problems. Address issues of human dghts, discrimination, and other related human services issues. (PAMC 2.22.050 and 060) 1969 Permanent City Council 7 3 yrs l/month; sub-City Coundl Community Support Yes d.1,2,4,$12,488 $18,987 Yescomm. more Services 5,frequently 5. Public Art Commission Acquire and site pe~,a~ent works of art, specifically outdoor sculpture; advise the City in matters pertaining to the quality, quantity, scope, and style of art in public places...(PAMC 2.26.030) 1975 Permanent City Council 7 3 yrs l/month C~ty Council Community Support Yes e. -2,5,6 $13,000 $42,000 YesServices 6. Ut~ties Advisory Commission Advise the City Council on long-range ptanning and policy matters relating to the electric, water and gas utilities. Accessibility Standards Advisory Committee 8.A~other Way Committee CDBG Citizens’ Advisory Board 1991 Permanent City Council 5 3 yrs l/month City Council Utilities Support Yes f. 1,2,4, $60,000 $50,000 Yes 5 10.Child Care Advisory Committee 11.City/School Traffic Safety Committee 12.Comprehensive Plan Advisory Committee Act on appeals of the state disabled ec~ss regulations contained in T~tta 24. (PAMC 16.56.050) Discourage aggressive panhandling in Pato Alto and increase support for homeless services by providing the community with an effective, visible and convenient way to help those in need. Review and make recommendations to staff and City Council regarding expenditures of federal CDBG funds. Provide input to sLaG on child care-related policy and funding recommendations. Serve in an advisory capacity to City Manager and Superintendent of Schools on matters related to school traffic safety. Produce a vision statement and recommendations for goals, policies and programs for the Comprehensive Plan revision, assuring the involvemept of a broad range of interests 1982 1992 1974 1995 1975 1992 Permanent Task completion Fed’l program requirement Indefinite Permanent Task completion City Manager Human Relations Commission Mayor City Manage£s designee Representatives from City staff, PAUSD and PTA City Council 10 lO 36 and 10 alternates None specified None specified 2 yrs None specified Indefinite Indefinite +3/yr l/month 8h, r l/month l/month 2 meetings remaining in Council adopted work program City Manage#s designee Human Relations Commission Dir. of PI. & Comm. Env.; City Council City Manager City Manager’s designee PI. Comm., City Coundl Planning Community Services Planning Community Services Planning Planning Support Support Support Support Co-chair and support Support No No No No No Yes None $250 7,8 6 (planned) 1,3,4, 5,8 $3,050 $1,100 $70,000 $200 $4,432 $6,105 $3,300 Yes No Yes No Yes No SURVEY OF CITY OF PALO ALTO ADVISORY BODIES - SUMMARY DATA 13.Cubbedey Advisory Develop reco.~mendations for future implementation phases 1991 Indefinite Director of 15 Indefinite llmonth Recreation Community SupportCommittee Yes k.8 $200 $2,400 No 14.Disability Awareness Task Force 15.Diversity Network Downtown Urban Design Improvements Steedng Committee 16. 17.Family Resource Center Task Force Joint Community Relations Committee for the Palo Alto Airport 18. 19.Midtown Revitalization Task Force 20.Pa[o Alto Bicycle Advisory Committee 21.Palo Alto Golf Course Advisory Committee 22.Palo Alto Mediation Task Force 23.Palo Alto War on Waste Committee 24.Palo Alto Youth Council of the Cubberley Master Plan. (Has evolved into aoMsory body for ongoing operations.) Enhance the quality of life in Palo Alto for persons with disabilities, placing an emphasis on community awareness and advocacy. Promote understanding and respect for racial, cultural, sexual, physical and religious differences and create an environment where all may share access and opportunity to thrive. Participate in and review the development of goals, scope of work, and consultant product related to preparing plans for downtown improvements. Develop a master plan for establishing a Family Resource Center. Develop and implement strategies aimed at pooling the community’s resources to better serve and support Palo Alto’s families. Provide advice and recommendations to the Santa Clam County Airports Commission and the City of Palo Alto on the general subject of aviation issues related to the Palo Alto Solicit stakeholder input to the site planning efforts being undertaken by Midtown property owners and the City, with technical assistance from assistants. Review and comment on referrals from City staff on all matters related to bicycling; annually review and priontize TDA Article 3 bicycle project grant proposals. Provide communications between golf course customers and City staff and City Council concerning golf course operations. Mediate disputes and provide conflict resolution servm_,es to Palo Alto residents. Assist the City in its solid waste reduction efforts through community education and statewide information sharing. Represent the issues and concerns of youth to mun~pal government. 1981 1992 1995 1994 1987 1995 1971 1977 1973 1978 1979 Permanent Indefinite Task completion Task completion Permanent Task completion Permanent Permanent Permanent Indefinite Permanent Community Services Human Relations Commission Human Relations Commission Planning Dept., Chamber of Commerce City Manager 5 appointed by Mayor, balance represent County, FAA, and Ck’y staff City Manager City Managefs designees Representatives of clubs and course users Human Relations Commission Self-appointed Human Relations Commission 15 voting; 10 advisory 15 3O 12 16 a~d 4 alternates 10 25 3-5 15 Voting: 3 yrs Advisory: 1 yr Indefinite Indefinite Indefinite 2 yrs Indefinite None specked 2 yrs 2 yrs Indefinite lyr l/month l/month Average l/month l/month - subcommittees more frequently 11month 5 meetings specified 11month Quarterly l/month As needed Weekly Superintendent Human Relations Commission Human Relations Commission City Manage¢s designees City Manager SCC Airports Commission, City Council City Manager Transportation Division staff, City Council Director of Parks and Golf Human Relations Commission Public Works Department staff Human Relations Commission Services Community Services Community Services Planning Community Services Admin. Services/City Manager City Manager Planning Community Services Community Services Public Works Community Services Support Liaison Liaison Support Liaison Support Support Support Support shared with PAAIRS staff Liaison Support Yes No No Yes No Yes No No No No No 2,5 1,3 3,6 3,7 3,7 2,5 3,8 2",6,7 $1,223 $5,649 $500 $1,524 Incorporated in CIP budget $8,500 i $38,732 ($35,000 of this is grant funded) $500 $2,O00 $10,000 $6,200 0 $6,000 $375 $3,50O $1,900 $1,983 $3O 0 $1,3O0 $5,572 Yes No Yes No Yes Yes No Yes Yes Yes Yes SURVEY OF CITY OF PALO ALTO ADVISORY BODIES - SUMMARY DATA Positive Alternatives for Youth Ad Hoc Committee 26.Teen Center Advisory Board 27.Telecommunications Advisory Panel 28.Terman Community Advisory Committee 29.Tree Task Force 30.City of Pato Alto Golf Course Corporation 31.Council for the Arts Palo Alto (CAPA) 32.Friends of the Palo Alto Children’s Theatre 33.Fdends of Pa|o Alto Junior Museum and Zoo, Inc. 34.Friends of the Palo Alto Public Library 35.Neighbors Abroad Develop long-term strategy recommendations addressing youth violence and gang actMty. Provide advice regarding programs and activities at the Teen Center. 1994 1995 Provide feedback to City staff on consultant reports involving the Telecommunications Feasibility Study. Make recommendations on the operation of the Terman Community Center. Work with City staff to develop a revised Palo Alto Tree Management Plan and make recommendations conceming a tree protection ordinance and the use of electric utility funds in support of the tree program. 1995 1994 Task completion Indefinite Representatives from City, schools, and community groups Community Services staff and high school students’ panel Indefinite l/month City ManageCs designees, City Council 1993 1977 36.Pa!o Alto Comm~ee of Arts Organizations 37.Pato Alto Cultural Center Guild Lease the golf course improvements to the City, rendering financial assistance to the City via mechanism to borrow the necessary funds to pay the cost of financing improvements at the municipal golf course. Foster the arts in Palo Alto and the midpeninsula area. Assist the Palo Alto Children’s Theatre and enable the children and youth of Palo Alto to participate in those theatre activities appropriate to their interests and abilities. A citizens’ group which will endch and publicize the program and resources of the Palo Alto Junior Museum. Maintain an association of people interested in enriching and publicizing the resources of the Palo Alto Public Library and support library activities in the interest of the community. Carry out Palo Alto’s Sister C~ty program. Foster the arts in Palo Alto. Encourage and promote the arts and assist in the expansion of services and facilities of the Palo Alto Cultural Center. 1965 1970 1934 1966 1963 Task completion Sunset, September 1997 Task completion Pursuant to corporation code unless disapproved by Council City Managers designees 1994 1973 Mayor Mayor Board of Directors approved by City Council Indefinite Elected by membership Permanent Elected by membership Permanent Elected by membership Permanent Permanent Indefinite Permanent Elected by membership Elected by membership Representatives from arts groups Elected by membership 2O 15 15 15 25 (board) 4 (board) 18 (board) 1,418 33 (board) lyr Indefinite Indefinite Indefinite None specified 3 yrs 2yrs lyr Officers: 1 yr Directors: 2 yrs 3 yrs 15 Indefinite 14 (board) 3 yrs Weekly As needed Quarterly As needed Annually l/month l/month Quarterly l/month l/month Quartedy 6/yr Recreation Supervisor Assistant City Manager City Council City Council Board of Directors No reporting relationship to City Membership Membership Membership Membership, City Council Police/ Community Services Community Services City Manager Community Services Public Works Admin. Services/ Community Services Community Services Community Services Community Services Community Services Community Services Chair and support Support Suppo~ Liaison Suppo~ Suppo~ Liaison Liaison Liaison Support Liaison No reporting Community Liaisonrelationship to City Services Membership Community Liaison Services No Yes No No No Yes No h.,k.7 h.2,7 h.7 g.2 g-7 ~2,3,6 g-7 g.7 g.7 g.5,7,8 g.7 g.7 g.7,8 $15O $7,800 0 $7,449 $200 $2,000 0 $500 $1,350 $2,150 $2,00O 0 0 0 $1,500 $200 $6,000 $1,500 $5,100 $5,000 $1,000 0 0 0 $1,500 No No No Yes Yes Yes Yes Yes SURVEY OF CITY OF PALO ALTO ADVISORY BODIES - SUMMARY DATP Palo AJto Public Improvement Corporation Lease the CM, c Center and related improvements to the City;, review the financial conditions of the Corporation on an annual basis and insure that debt service payments for Civic Canter improvements are made on a timely basis. Palo Alto Recreation Foundation Assist ~ City in raising funds to promote the social, cultural and recreational needs of the greater Palo Alto area. SAFE (Substance Abuse Free Environment) Represent segments of the community, advising on topics of substance abuse and prevention. 1983 Pursuant to corporation code unless disapproved by Council Board of 5 4 yrs Annually Board of Directors Administra-,., ~,p~,eu-~,~No k.zob^,-,-$2000--, - - -Directors tire Services $7OO Yes Board of Directors Executive Board 3 yrs l/month Board of Directors Community Support No g.7 0 YesServices 19 Indefinite Quarterly No reporting Police/Liaison Yes g.7 0 $450 Yesrelationship to City Community Services FOOTNOTES Minutes,~ There is wide variety in the manner in which minutes are prepared and the level of detail. See the appropriate footnote for the body. a.Verbatim minutes. A contract transcriber prepares draft which staff reviews and edits. b.Verbatim minutes for major projects; act~s,n minutes for all other prajects. Contract transcriber prepares draft verbatim minutes which staff reviews and edits; staff prepay’as action minutes. c.Action minutes are handwritten by staff. A board member transcribes minutes which staff reviews and edits and HRB approves. d.Sense (summary) minutes are taken and transc~bed by staff secretary, reviewed and edited by Human Services Administrator. e.Sense minutes are prepared by staff secretary from recording, reviewed and edited by Director of Arts & Culture. f.Verbatim mi’~,tes are prepared by a contract transcriber, staff prepares executive summary minutes. Both are reviewed and edited by staff and UAC. g.Sense mir~.,tes are prepared by committee member. None or minimal staff invoivemenL h.Actions are recorded by staff for subsequent incorporation in staff report to Council and/or program implementation. i.Sense minutes are taken and transcribed by committee member, staff reviews, edits and distributes minutes. j.Consultant prepared meeting summary reports. k.Sense minutes are prepared by staff. I.Task force facilitator takes, transcribes and edits minutes which are reviewed by ERP Manager and distributed by staff. m.Sense minutes are taken by committee members; staff transcribes, edits and dis~butes. "JrYrPublic outreach. Requirements of the Brown Act as well as communft3~ interest in the issues addressed by the body determine the method and breadth of public outreach. 1.agenda or advertisement published in newspaper 2.posted agenda 3.mailed notice 4.meeting ceblecest on government access channel 5.minutes are published &annual report 7.via members 8.miscellaneous publications