HomeMy WebLinkAbout2002-08-05 City Council (10)City of Palo Alto
C ty Manager’s Report.
TO:
ATTN:
FROM:
HONORABLE CITY COUNCIL
POLICY AND SERVICES COMMITTEE
CITY MANAGER DEPARTMENT: CITY MANAGER’S
OFFICE
DATE:AUGUST 5, 2002 CMR:370:02
SUBJECT: PROCEDURE FOR BOARD AND COMMISSION MINUTES
This is an informational report and no Council action is required.
BACKGROUND
On July 15, 2002, Council asked staffto provide an informational report on the procedures
for including board and commission minutes in the Council packet. Additionally, Council
asked staff to explore the feasibility of posting all board and commission minutds on the
City’s website.
DISCUSSION
The City of Palo Alto currently has eight boards and commissions. They include: the
Architectural Review Board, the Historic Resources Board, the Human Relations
Commission, the Library Advisory Commission, the Parks and Recreation Commission,
the Planning .and Transportation Commission, the Public Art Commission and the
Utilities Advisory Commission.
The amount of time required to get the minutes to Council ranges from two to six weeks
depending on the Complexity of the review process. The individual process for each of
the City’s boards and commission is as follows:
Architectural Review Board
®Meetings: Two per month
*Sense minutes are prepared (transcription takes approximatelyone week)
o,Staff reviews minutes and corrects any mistakes
®Draft minutes included in packet for approval at the next Architectural Review Board
meeting
CMR:370:02 Page 1 of 4
Draft minutes are also included in Council packet, approximately two weeks after a
meeting
Minutes are final once the Architectural Review Board reviews and approves
Verbatim minutes are prepared and attached to staff reports when the board reviews a
major item that requires Council approval.
o Transcription takes approximately one week
¯Staff reviews minutes and corrects any mistakes
¯A draft excerpt is attached to the staff report when item is considered by Council
Historic Resources Board
Meetings: Two per month
Sense minutes are prepared (transcription takes approximately one week)
Staff reviews minutes and corrects any mistakes
Draft minutes included in packet for approval at the next Historic Resources Board
meeting
Draft minutes are included in Council packet, approximately two weeks after a
meeting
Minutes are final once the Historic Resources Board reviews and approves
Verbatim minutes are prepared and attached to staff reports when the board reviews a
major item that requires Council approval.
Transcription takes approximately one week
. Staff reviews minutes and corrects any mistakes
o A draft excerpt is attached to the staff report when item is considered by Council
Human Relations Commission
~ Meetings: One per month
®
®
Sense minutes are prepared (transcription takes approximately one week)
Draft minutes are given to commissioners for review
Draft minutes amended (if necessary)
Draft minutes included in packet for approval at the next Human Relations
Commission meeting
Draft minutes amended (if necessary)
Final minutes are included in the next Council packet, approximately five weeks after
a meeting
Library_ Advisory Commission
® Meetings: One per month
¯Sense minutes are prepared (transcription takes approximately one week)’
®Staff reviews minutes and corrects any mistakes
¯Draft minutes included in packet for approval at the next Library
Commission meeting
® Draft minutes amended (if necessary)
Advisory
CMR:370:02 ’Page 2 of 4
Final minutes are included in the next Council packet, approximately five weeks after
a meeting
Parks and Recreation Commission
o Meetings: One per month
o Sense minutes are prepared (transcription takes approximately one week)
®Staff reviews minutes and corrects any mistakes
Draft minutes included in .packet for approval at the next Parks and Recreation
Commission meeting
Draft minutes amended (if necessary)
Final minutes are included in the next Council packet, approximately five weeks after
a meeting
Planning and Transportation Commission (P&TC)
¯Meetings: Two per month
~Verbatim minutes are prepared (transcription takes approximately one week)
~Staff reviews minutes and corrects any mistakes
¯Draft minutes included in packet for approval at the next Planning and Transportation
Commission meeting
. Draft minutes are also included in the next Council packet, approximately two weeks
after a meeting
¯ " Minutes are final once P&TC reviews and approves
~Inaddition, verbatim excerpt minutes are attached to staff report when a major item is
considered by Council
Public Art Commission (PAC)
.Meetings: One per month
~Sense minutes are prepared (transcription takes approximately one week)
®Staff reviews minutes and corrects anymistakes
o Draft minutes included in packet for approval at the next Public Art Commission
meeting
¯Draft minutes amended (if necessary)
¯Final minutes, are included in the next Council packet, approximately 5-6 weeks after
¯a meeting
Utilities Advisory_ Commission
®Meetings: Two per month
*Verbatim minutes are prepared (transcription takes approximately one week)
o Staff reviews minutes and corrects any mistakes
®Utilities senior staff reviews and corrects minutes
®UAC chair reviews minutes
~Draft minutes included in packet for approval at the next Utilities Advisory
Commission meeting
Draft minutes amended (if necessary)
CMR:370:02 Page 3 of 4
®Final minutes are included in the next Council packet, approximately five weeks after
a meeting
Council requested that staff respond with a solution for placing the approved board and
commission minutes on the City’s website. Staff believes that this can be accomplished
with minimal effort.
The process would, require the City Webmaster to provide a select group of staff
members with access to an agenda/minute manager software application, which has
already been developed. This software application would allow staff to post board and
commission minutes to the appropriate web page. Each of the City board and
commissions currently has a dedicated web page. Staff would add a link to each
dedicated web page that would direct the user to an index page containing minutes from
that particular board or commission.
RESOURCE IMPACT
The process of adding board and commission minutes to the City’s website will
minimally increase the staff Workload in departments with staff liaisons to a City board or
commission.
POLICY IMPLICATIONS
.This report does not represent any change to existing City policies.
ENVIRONMENTAL REVIEW
This staff report does not represent a project under the California Environmental Quality
Act (CEQA).
PREPARED BY:
CHRIS ISEN
Assistant to the City Manager
Assistant City Manager
CMR:370:02 Page 4 of 4