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HomeMy WebLinkAbout1999-09-13 City CouncilTO: C ty Pa]l HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE:SEPTEMBER 13, 1999 CMR: 344:99 SUBJECT:ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING TITLE 2 OF THE PALO ALTO MUNICIPAL CODE (ADMINISTRATIVE CODE) TO ADD CHAPTER 2.25 ESTABLISHING A PARKS AND RECREATION COMMISSION RECOMMENDATION Staff recommends that Council adopt the attached ordinance establishing a Parks and Recreation Commission (PARC). BACKGROUND On April 12, 1999, Council approved the establishment of a Parks and Recreation Commission reporting directly to Council (CMR204:99), and directed staff to prepare an implementing ordinance. This report transmits the new ordinance to Council for approval. DISCUSSION The attached ordinance was drafted using the text, where applicable, from other City commission ordinances. The purpose and duties of the PARC are unique to this commission, yet share enough commonality with other commissions that the basic structure of the ordinance could be employed. The attached ordinance creates a permanent, seven-member commission meeting no less than once quarterly. The Commission’s purpose will be to advise Council on subjects pertaining to the function of the Parks and Golf Division and Recreation, Open Space and Sciences Division of the Community Services Department. Consequently, members of the PARC must possess a demonstrated interest and knowledge in golf, parks, open space and recreation matters. Commissioners shall be elected on staggered terms so that the PARC will always include experienced members. The ordinance gives Council the opportunity to review the status, function and performance of the PARC, beginning in 2002, and each five years thereafter. CMR:344:99 Page 1 of 2 RESOURCE ~PACT Since the PARC will not hold its initial meeting until Winter 2000, staff will monitor the spending data generated by Library Advisory Commission, and using that information will prepare a budget request for fiscal year 2000/01. POLICY IMPLICATIONS The establishment of a PARC Comprehensive Plan: is consistent with the following portions of the City’s Goal G- 1 Policy G-2 Program G-2 Effective opportunities for citizen participation in local government. Use advisory commission and ad hoc committees to assist City staff and the City Council on policy issues. Periodically assess the need for citizen input on various policy issues and appoint commissions and ad hoc committees as needed. TIlVIELINE With approval of the attached ordinance, staff estimates the first meeting of the PARC in February~arch 2000. (See Attachment 2, Projected Schedule for a Parks and Recreation Commission.) ENVIRONMENTAL REVIEW Establishment of a PARC is not a project under the California Environmental Quality Act. ATTACHMENTS 1.CMR:204:99, Proposal to Establish a Parks and Recreation Commission 2.Timeline for Establishment of a Parks and Recreation Commission 3.Ordinance Of The Council Of The City Of Palo Alto Amending Title 2 Of The Palo Alto Municipal Code (Administrative Code) To Add Chapter 2.25 Establishing A Park’s And Recreation Commission (Parc) PREPARED BY: Richard James, Deputy Director, Community Services DEPARTMENT HEA@-: CITY MANAGER APPROVAL: Director, Community Services CMR:344:99 Page 2 of 2 TO: FROM: City of Palo Alto City Manager’s HONORABLE CITY COUNCIL Report CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE: SUBJECT: APRIL 12, 1999 PROPOSAL TO COMMISSION ESTABLISH A PARKS AND CMR:204:99 RECREATION REPORT IN BRIEF Staff has evaluated the need for a parks and recreation advisory body using the Council- approved decision process for City boards, commissions and other advisory bodies. Based on this evaluation, and the input from parks and recreation affiliated organizations, staff proposes the creation of a Parks and Recreation Advisory Commission (PRAC), which would be appointed by and report to the City Council. The purpose of the PRAC would be to advise Council on policy issues such as resource allocation, progams and services, long range plans, and capital development. The PRAC would be ongoing, permanent and would meet no less than quarterly or as needed. Seven members would serve staggered three-year terms. Staff support would be at the level of liaison. The proposed PRAC will require additional resources in the. Parks and Golf and Recreation, Open Space, and Sciences Division of the Community Services Department, at an annual estimated cost of $21,860. C!vIR:204:99 Page 1 of 5 RECOMMENDATION Staff recommends that Council approve the staff proposal for the establishment of a Parks and Recreation Advisory Commission (PRAC) to report to and advise the City Council on policy issues relating to parks and recreation activities and services. BACKGROUND On December 14, 1999, staff transmitted an informational report to Council that outlined staff’s intention to pursue the concept of a parks and recreation advisory body. (Attachment A, CMR:429:98). The Community Services Department presently has three commissions that report directly to Council on matters pertaining to the mission of the department: the Public Art Commission; Human Relations Commission; and the Library Advisory Commission. This leaves the department with only two divisions that lack a formal method of community input - the Parks and Golf Division and the Recreation, Open Space and Sciences Division. Staff evaluated this concept by using the step-by-step "decision tree" process approved by Council as part of the Advisory Bodies Policy. The intent of this process is to assure that any proposal for a new advisory body is evaluated to: determine need, purpose, value and appropriate form; avoid overlap or duplication of responsibilities; and assure that the necessary City resources to support the proposed body are clearly acknowledged and are available. Consisting of a series of six questions or decision points, the "decision tree" facilitates an examination of the intended function and purpose of the body, its citywide application, necessary duration, and possible viable alternatives. This analysis indicates whether to form a new body and what its appropriate form or "category" should be. The Advisory Bodies Policy identifies three categories of advisory bodies: Category A, bodies which advise/recommend to the Council, whose members are Council-appointed and whose responsibilities are specified in the Palo Alto Municipal Code (e.g., Planning Commission, Architectural Review Board, Human Relations Commission); Category B, bodies which advise and are appointed by City officials and have a reporting relationship to the City (e.g., the Child Care Advisory Committee, Palo Alto Bicycle Advisory Committee, Disability Awareness Task Force); and o Category C, bodies which support City functions and services but are generally responsible to their own boards of directors (e.g., Friends of the Children’s Theatre, Art Center Guild, Friends of the Library). CMR:204:99 Page 2 of 5 In addition to applying the Advisory Bodies Policy, staff raised the idea of a commission with organizatic s associated with parks and recreation activities. The Palo Alto Recreation Foundation, Friends of Foothills Park, Jr. Museum Guild and the Golf Advisory Committee are in favor of the establishment of a commission. Staff has also been apprised, through phone calls and letters, that community members are interested in becoming commissioners. DISCUSSION . A diagram summarizing the evaluation steps as applied to the proposed commission is attached (Attac ,hment A, CMR:429:98). Based on this evaluation, and input from the community, staffproposes a Category A body, a commission, which would be appointed by and report to the City Council. The PRAC would be ongoing, permanent and would meet no less than quarterly or as needed. Seven members ~vould serve staggered three-year terms. Staff support would be at the level of liaison. All meetings would be open to the public and governed by the Brown Act and Robert’s Rules of Order. The purpose of the PRAC would be to advise the City Council on broad issues relating to parks and recreation services and programming, excluding administrative responsibilities such as personnel issues, budget management, and daily operations. By providing relevant expertise, a broad perspective and a mechanism to gather input from citizens, the PRAC would advise the City Council on issues such as resource allocation, programs and services, long range plans, and capital development. Duties of the Commission would include: Prioritizing projects and programs to best meet resident’s needs. Presently, staff arranges public meetings to help review specific plans and projects. These meetings are usually prompted by neighborhood or Council interest. A commission would provide another source of input in these matters and would facilitate a broader project review. Acting as a public platform to hear community concerns and find solutions to issues. Many issues could be explored and resolved before they reach the level which requires Council attention. Soliciting ongoing input regarding parks and recreation policies and services. A commission would present a forum to hear residents on topics ranging from park and facility improvements to the types of classes and services desired by the community. Reviewing major gifts of money, personal property and real estate donated to the City. CMR:204:99 Page 3 of 5 Rapidly changing demographics, the infusion of millions of dollars into parks and open space infrastructure, and the rising interest in preserving open spaces only increases the need for community interaction. Staff believes the challenges of the 21st century can be best met with a committed team of Council members, City staff and residents all working toward the same goal. RESOURCE IMPACT The proposed PRAC will require additional resources in the form of a staff liaison to provide Commission with support. Brown Act requirements will increase the need for staff support for tasks such as preparation of detailed minutes and assistance with the research and preparation of staff reports related to Council assignments. This level of support will require additional clerical and administrative staff resources in the Recreation, Open Space and Sciences Division and Parks and Golf Divisions of the Department of Community Services. Specifically, it is estimated that the Commission will require 10 hours per month of clerical support at an estimated annual cost of $1,920 and 20 hours per month of supervisor level support at an estimated annual cost of $7,440. This support will allow the Director of Recreation, Open Space and Sciences Division and the Director of Parks and Golf to schedule staff assignments appropriately in order to provide support to the Commission. Annual non-salary costs, for such items as minutes transcription services, supplies, events, member recruitment, and noticing would be $12,500, including funds to broadcast the meetings. The total estimated annual cost is $21,860. POLICY IMPLICATIONS The evaluation of this proposal for a Parks and Recreation Advisory Commission is consistent with the policies for boards, commissions and other advisory bodies which was approved by Council on September 8, 1997. TIMELINE Following Council approval of the staffproposal to establish a PRAC, staff expects to return to the Council with an ordinance within three months. Selection and appointment of members is expected to occur in Fall 1999. ENVIRONMENTAL REVIEW The formation of an advisory body is not a project under the California Environmental Quality Act (CEQA) and no environmental review is required. ATTACHMENTS Attachment A:CMR:429:98 CMR:204:99 Page 4 of 5 PREPARED BY: Richard James, Administrator, Community Services DEPARTMENT APPROVAL: PAUL THILTGEN ~ir~r o~omm~ni~;yvi~es ~ FLEMING ,- " ~.: ’ ’"~ City ,.Manager i ,/ CMR:204:99 Page 5 of 5 TO: FROM: City of Palo Alto City Manager’s ,Report HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE:DECEMBER 14, 1998 CMR: 429:98 SUBJECT:DEVELOPMENT OF A PARKS AND RECREATION COMMISSION This is an informational report and no Council action is required. BACKGROUND Palo Alto has a vibrant community participation system employing commissions, boards, advisory bodies and "friends" groups. Established advisory groups have provided excellent service to their respective programs. They have helped foster community interest, created support mechanisms for the programs they serve, marshaled public involvement, and have explored and found additional funding sources. They have proven to be a valuable asset to the community and the programs they serve. Groups advising the Council on issues related to the Community Service Department’s programs include: Council Appointed and Subcommittees of Council Appointed Groups Public Arts Commission Human Relations Commission Disability Awareness Task Force Library Advisory Commission Golf Advisory Committee Self-Governing Groups Cultural Center Guild Friends Of the Library Friends of the Junior Museum and Zoo Friends of the Foothills Park Teen Center Board Family Resource Center Committee Friends of the Children’s Theatre CMR: 429:98 Page 1 of 3 DISCUSSION Within the Community Services Department, only two divisions lack tl-tis formal method of community input - the Parks and Golf Division and tile Recreation, Open Space and Sciences Division (ROSS). To enhance community feedback and alleviate this inconsistency, staff is planning to recommend to Council the creation of a parks and recreation commission. The Par’ks and Golf Division and ROSS manage thousands of acres of public use land and operate hundreds of recreational and educational programs. There is notable community interest in these operations because residents use these services daily. This interest manifests itself throu~m’a public participation in park planning and scheduling meetings, open space planning meetings, Council meetings, recreation clubs, "friends" and guild meetings, and through the thousands of children, teens and adults who participate in classes and events each year. The need for a par’ks and recreation advisor5’ body has never been greater. Rapidly changing demographics make it imperative that there be a method to assess the community’s needs, so services and programs remain vital and meaningful. The infusion of millions of infrastructure dollars into parks and open space will warrant increased community input and advice. The rising interest in preserving open spaces only increases the need for community intercourse. Staffbelieves the challenges of the 21st century can be better met with a team of dedicated staff and residents all working toward the same goal. A parks and recreation commission could act in an advisory capacity to the City Council and City administration. A commission would have no administrative responsibility and no jurisdiction over the services or operations of ROSS or the Parks and Golf Divisions. Duties of the commission could include: Assessing community needs and conditions: A commission would present a forum tO hear residents on topics ranging from park and facility improvements to the types of classes and services desired by the community. Acting as a forum for public complaints/issues: Many of these issues could be rectified long before they reach executive management or the Council. Acting.as a forum for public review of projects/plans: Currently, staff arranges fo~ public meeting~ tohelp review plans and projects. These meetings are usually focused on neighborhood or Council interest. A commission would provide another source of input in these matters and would contribute a broader review of the projects. Helping to prioritize projects and programs: With a citywide infrastructure program about to begin, it would be helpful to give the public an opportunity to review project status and provide feedback on the prioritization of projects. CMR: 429:98 Page 2 of 3 Public Platform: Often, it is helpful to hear residents’ views on facility, parks and open space policies to determine validity or needed revision. Exploring funding sources: By networking, the commission members may be able to identify possible funding sources in the community. Building community consensus: A commission, working together, and representing all areas of parks and recreation interests, could generate consensus on issues that may otherwise have opposing views in the community. Advocates for Parks and Recreation: A commission could make the community more aware of the City’s recreation, golf, parks and open space assets, and thus, generate more use. Staff has reviewed this advisory commission concept with members of the parks and recreation community, which is supportive of the idea. Staff has applied the decision tree process approved by City Council as part of the Advisory Bodies Policy. The Advisory Bodies Policy process was established to assure that new advisory bodies were evaluated based on set criteria that included: determination of need, purpose, value and appropriate form; and to ensure that the necessary resources and support were clearly identified and available. The attached decision tree analysis (Attachment One) suggests the need for a parks and recreation commission or committee reporting to City Council. Staffwill continue to study the concept and will remm to Council with recommendations in early 1999. PREPARED BY: Richard James, Administrator, Community Services Department DEPARTMENT HEAD: PAUL THILTGEN Director, Community Services Department CITY MANAGER APPROVAL: Manager CMR: 429:98 Page 3 of 3 u z~x 0 Attachment 2 Projected Schedule for the Establishment of a Parks and Recreation Commission September 13, 1999 October 4, 1999 October 26, - November 19, 1999 November 19, 1999 November 25, 1999 November 29, 1999 December 6, 1999 December 13, 1999 December 20, 1999 January 1, 2000 January 3 - February 1, 2000 Week of February 7, 2000 City Council approves Commission Second reading of Ordinance Application process for appointment to commission advertised Applicant deadline City Clerk forwards applications to Council Council selects applicants to interview Council interviews commission applicants Second week of interviews if required Council appoints commission members New" terms begin Commission orientation, completion of by-laws, etc. First meeting of commission. ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING TITLE 2 OF THE PALO ALTO MUNICIPAL CODE (ADMINISTRATIVE CODE) TO ADD CHAPTER 2.25 ESTABLISHING A PARKS AND RECREATION COMMISSION WHEREAS, the City of Palo Alto maintains and operates vital parks, open space and recreation programs located within the City’s jurisdictional boundaries, including three community centers, two nature interpretive centers, a swimming facility, a junior museum and zoo, thirty-four parks, a golf course, and hundreds of acres of land designated as open space; and WHEREAS, the City’s parks, open space and recreation operations provide a valuable community resource furnishing opportunities in recreation and education and in the enjoyment and preservation of the outdoors; and WHEREAS, the City Council has determined that the input of Palo Alto residents on parks, open space and recreation matters and the construction and renovation of new and existing facilities will be facilitated and improved by the establishment of an advisory commission with the responsibility for reviewing and advising the City Council upon specified parks, open space and recreation, planning and policy matters; NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: SECTION i. " The index to Chapter 2.25 - Administrative Code is hereby added to Title 2 of the Palo Alto Municipal Code to read as follows: Chapter 2.25 PARKS AND RECREATION COMMISSION Sections: 2.25 010 2.25 020 2;25 030 2.25 040 2725 050 2.25 060 Membership. Manner of appointment. Term of office. Officers. Purpose and duties. Meetings. SECTION 2. Chapter 2.25 - Administrative Code is hereby added to Title 2 of the Palo Alto Municipal Code to read as follows: 990729 syn 0071659 1 2.25.010 Membership. There is created a parks and recreation commission composed of seven members who shall be appointed by and shal! serve at the pleasure of the City Council, but who shall not be Council Members, officers or employees of the City of Palo Alto. Each member of the commission shall have a demonstrated interest in parks, open space and recreation matters. All members of the commission shall at al! times be residents of Palo Alto. 2.25.020 Manner of appointment. The following procedures shall be followed by the City Council when filling vacancies on the parks and recreation commission. (a) Following the notification of any vacancy or pending vacancy on the commission, the City Clerk shall advertise the same in a newspaper of general circulation in Palo Alto, including the council agenda digest, four times within two weeks. (b) Written nominations and applications shall be submitted to the City Clerk within such two-week period to be forwarded to the City Council for its consideration. Notwithstanding the foregoing, if the nomination and application of any incumbent commission member is not submitted to the City Clerk within the period submitted above, the period of time shall be extended for an additional five days during which the City Clerk shall accept the written nominations and applications of nonincumbents. (c) The City Council shall review all nominations and applications and conduct such interviews as it deems necessary prior to selection. (d) The final selection and appointment shall be made by the City Council at a regular meeting of the City Council after the period of time for the submittal of nominations and applications has expired. 2.25.030 Term of office. Except as hereinafter provided, the term of office of each parks and recreation commission member shall be three years or until his or her successor is appointed. Commencing January I, 2000, or as soon thereafter as practicable, the initial terms of four members shall be three years, and the initial terms of three other members shall be two years, as determined by the City Council. Thereafter, the commission appointments shall be staggered so that in each three-year cycle three members are appointed to serve during the first year, four members are appointed to serve during the second year, and no members are appointed to serve during the third year. 990729 syn 0071659 2 2.25.040 Officers. Each year, at the first regular meeting of the parks and recreation commission, the commission shall nominate and elect one of its members as the chairperson. The chairperson shal! hold office for one year and until his or her successor is elected, unless his or her term as a member of the commission expires earlier. 2.25.050 Purpose and duties. (a) The purpose of the parks and recreation commission shall be to advise the City Council on matters relating to the activities of the parks and golf division and the recreation, open space and sciences division of the community services department, excluding daily administrative operations. (b)The commission shall have the following duties: (i) Advise the City Council on planning and policy matters pertaining to: (A) The goals of and the services provided by the parks and golf division and the recreation, open space and sciences division of the community services department. (B) The future delivery of services by the parks and golf division and the recreation, open space and sciences division of the community services department. (C) The City Manager’s recommendations pertaining to the disposition of major gifts of money, personal property and real property to the City to be used for parks, golf, science, open space and recreation activities. (D) The construction and renovation of capital facilities of the parks and golf division and the recreation, open space and sciences division of the community services department. (E) Joint action projects with other public or private parks, open space and recreation entities. (2) Review state legislative proposals that may affect the operation of the parks and golf division and recreation, open space and sciences division of the community services department. (3) Review the City Manager’s proposed budget for capital improvements and operations relating to the parks and golf division and recreation, open space and sciences division of the community services department, and thereafter forward any comments to one or more of the applicable committees of the City Counci!. 990729 syn 0071659 (4) Provide advice upon such other matters as the City Council may from time to time assign. (5) Receive community input concerning parks, open space and recreation activities. (6) Review and comment on fund-raising efforts on behalf ~of the parks and golf division and recreation, open space and sciences division of the community services department. The parks and recreation commission shall not have the power or authority to cause the expenditure of City funds or to bind the City to any written or implied contract. 2.25.060 Meetings. (a) The parks and recreation commission shall establish a regular time, date and place of meeting and shall hold at least one regular meeting per calendar quarter. (b) Four of the seven members shall constitute a quorum. (c) The commission may establish rules and procedures governing the conduct of its meetings in accordance with Robert’s Rules of Order. (d) The commission shall be subject to the Ralph M. Brown Act, California Government Code section 54950, et seq., as may be amended from time to time. SECTION 3. The City Council declares that the individuals appointed to the office of parks and recreation advisory commissioner are intended to represent and further the interests of the parks, open space and recreation users and the Palo Alto community at large, and that such representation and furtherance will ultimately serve the public interest. SECTION 4. The City Council may review the status, functions and performance of the parks and recreation commission commencing January 2002, and every five years thereafter, commencing January 2007. SECTION 5. The City Council ~hereby finds that this ordinance is exempt from the provisions of the California Environ- mental Quality Act pursuant to Section 15061(b) (3) of the California Environmental Quality Act Guidelines, because it can be seen with Certainty that there is no possibility of significant environmental effects occurring as a result of the adoption of this ordinance. SECTION 6.This ordinance shall become effective upon the commencement of the thirty-first day after the date of its 990729 syn 0071659 adoption. INTRODUCED: PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST: City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: City Manager Director of Community Services APPROVED: Mayor 990729 syn 0071659