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HomeMy WebLinkAboutStaff Report 3624 City of Palo Alto (ID # 3624) City Council Staff Report Report Type: Consent Calendar Meeting Date: 3/18/2013 City of Palo Alto Page 1 Summary Title: Role of Council Liaision to Palo Alto Boards and Commissions Title: Policy & Services Committee Recommendation to Approve Revisions to Section 2.4 of the City Council Protocols Setting Forth the Conduct of Council Liaisons to Palo Alto Boards and Commissions From: City Manager Lead Department: City Manager Recommendation Draft motion: Approve revisions, as recommended by the Policy and Services Committee, to Section 2.4 of the City Council Protocols regarding the conduct of Council liaisons to Boards and Commissions (Attachment A). Background At its January 28, 2013 meeting, the City Council referred to the Policy and Services Committee discussion of the Council liaison role for: 1) boards and commissions, and; 2) community groups to which council members are designated. The Council asked the Committee to review and consider the definition and responsibilities and authority of Council liaisons and to return to Council in March 2013. Discussion Section 2.4 of the City Council Protocols sets forth the conduct of Council liaisons to Palo Alto Boards and Commissions. The Policy & Services Committee identified a Council liaison role in what could be defined as three separate levels or tiers: Tier 1 - Those at the City level who are appointed by the Mayor and City Council such as the City’s Boards and Commissions. Tier 2 – Those at the county, state and federal levels that may be selected by those other than the Mayor, have predictable involvement, and Council members may vie for appointments. Tier 3 – Community based organizations with whom we have a less clearly defined role. City of Palo Alto Page 2 The Policy and Services Committee recommends that Section 2.4 be revised to: 1. Identify that there are three tiers of Council liaison roles (as defined above). 2. Clarify Tier 1 liaisons should represent the position of Council in areas involving policy issues. While meeting attendance is important for Tier 1 liaisons, time demands and competing conflicts may impact liaison attendance at regular meetings. 3. Clarify Tier 2 liaisons should represent the position of Council in areas involving policy issues where available, but have discretion in representing the City on issues that the Council has not taken a policy position on a matter. Meeting attendance is expected for Tier 2 liaisons, understanding time demands and competing conflicts may impact liaison attendance from time to time. 4. Clarify Tier 3 liaisons should use their judgment regarding scheduled meetings of their assigned community based organization. Understanding policy issues are less likely to arise, Tier 3 liaisons should use discretion in sharing individual views and positions. 5. Add a new provision regarding the terms of appointments. For City Boards, Commissions and community based organizations, appointment of Council liaisons should not exceed a period of two years. This would not apply to Tier 2 roles as terms are not typically at the discretion of the City. 6. Clarify/clean up Section 2.4 (A) and 2.4 (C). The provisions are inconsistent and confusing. Move Section 2.4(A) to end. The recommended revisions to Section 2.4 of the City’s Council protocols are included as Attachment A. Attachment B provides a list of the City’s roster of boards, commissions and committees as of January 2013 sorted by each of the three tiers. Attachments:  Attachment A- Revisions to Section 2.4 (PDF)  Attachment B- City Roster (PDF)  Attachment C- 02-12-13 P&S Action Minutes (DOC) Attachment A. Recommended Revisions to Section 2.4 of the City Council Protocols    2.4 ‐Conduct with Palo Alto Boards and Commissions   The City has established several Boards and Commissions as a means of gathering more  community input. Citizens who serve on Boards and Commissions become more involved in  government and serve as advisors to the City Council. They are a valuable resource to the City’s  leadership and should be treated with appreciation and respect. Council Members serve as  liaisons to Boards and Commissions, according to appointments made by the Mayor, and in this  role are expected to represent the full Council in providing guidance on Council processes or  actions to the Board or Commission. Refrain from speaking for the full Council on matters for  which the full council has not yet taken a policy position. In other instances, Council Members  may attend Board or Commission meetings as individuals, and should follow these protocols:     A.  If Attending a Board or Commission Meeting, Identify Your Comments as Personal Views  or Opinions. Council Members may attend any Board or Commission meeting, which are always  open to any member of the public. Any public comments by a Council Member at a Board or  Commission meeting, when that Council Member is not the liaison to the Board or Commission  should make a point to clearly state it is an individual opinion and not a representation of the  feelings of the entire City Council.   A.  Three Tiers of Council Liaisons.  There are three liaison tiers:  Tier 1 – Those at the City level who are appointed by the Mayor and City Council i.e., the City’s  Boards and Commissions.  Those at the City level  Tier 2 – Those at the county, state and federal levels that may be selected by those other than  the Mayor, have predictable involvement, and Council members may vie for  appointments.Those at the countylevel that are typically selected by those other than the   Mayor, have less predictable involvement, and Council members vie for appointments  Tier 3 – Community based organizations with whom Council Members have a less clearly  defined role.  A. B.   Liaison Term.  For Tiers 1 and 3, liaison appointments shall not exceed a period of two years.   This does not apply to Tier 2 appointments because the terms are not typically at the City’s  discretion.    BC.  Refrain from Lobbying Board and Commission Members. It is inappropriate for a Council  Member to contact a Board or Commission member to lobby on behalf of an individual,  business, or developer, or to advocate a particular policy perspective. It is acceptable for  Council Members to contact Board or Commission members in order to clarify a position  taken by the Board or Commission.     DC.  Remember that Boards and Commissions are Advisory to the Council as a Whole, not  toas Individual Council Members. The City Council appoints individuals to serve on Boards  and Commissions based in part on particular areas of expertise.  In areas involving policy  Attachment A. Recommended Revisions to Section 2.4 of the City Council Protocols    issues, and it is the responsibility of Boards and Commissions to follow policy established by  a majority of the Council. Tier 1 Liaisons should communicate the majority position of  Council, despite their personal views or votes. Council Members should not feel they have  the power or right to unduly influence Board and Commission members. A Board and  Commission appointment should not be used as a political reward.     ED.  Concerns about an Individual Board or Commission Member Should be Pursued with   Tact.  If a Council Member has concerns with a particular Board or Commission member  fulfilling his or her roles and responsibilities and is comfortable in talking with that  individual privately, the Council Member should do so. Alternatively, or if the problem is not  resolved, the Council Member should consult with the Mayor, who may address the issue to  the Council as appropriate.     FE.  Be Respectful of Diverse Opinions. A primary role of Boards and Commissions is to  represent many points of view in the community and to provide the Council with advice  based on a full spectrum of concerns and perspectives. Council Members may have a closer  working relationship with some individuals serving on Boards and Commissions, but must  be fair to and respectful of all citizens serving on Boards and Commissions.     GF.  Keep Political Support Away from Public Forums. Board and Commission members may  offer political support to a Council Member, but not in a public forum while conducting  official duties. Conversely, Council Members may support Board and Commission members  who are running for office, but not in an official forum in their capacity as a Council  Member.     HG.   Maintain an Active Liaison Relationship.   Appointed Council liaisons or alternates are encouraged to attend all regularly scheduled  meetings of their assigned Board or Commission.  1. Tier 1 liaisons and alternates should represent the majority position of Council in areas involving  policy issues.  While meeting attendance is important for Tier 1 liaisons, time demands and  competing conflicts may impact liaison attendance at regular meetings.   2. Tier 2 liaisons should represent the majority position of Council in areas involving policy issues  where available, but have discretion in representing the City on issues that the Council has not  taken a policy position on a matter.  Meeting attendance is expected for Tier 2 liaisons,  understanding time demands and competing conflicts may impact liaison attendance from time  to time.  3. Clarify Tier 3 liaisons should use their judgment regarding scheduled meetings of their assigned  community based organization. Understanding policy issues are less likely to arise, Tier 3 liaisons  should use discretion in sharing individual views and positions.      IG.   If Attending a Board or Commission Meeting in Non‐Liaison Capacity.  , Identify Your  Comments as Personal Views or Opinions. Council Members may attend any Board or  Commission meeting, which are always open to any member of the public. Any public  comments by a non‐liaison Council Member at a Board or Commission meeting, when that  Attachment A. Recommended Revisions to Section 2.4 of the City Council Protocols    Council Member is not the liaison to the Board or Commission should be identified as an  individual opinion unless the majority of the Council has taken a policy position on the  matter. If the majority of the Council has taken a position, the non‐liaison should also  communicate the position taken by the majority of the Council. make a point to clearly state  it is an individual opinion and not a representation of the feelings of the entire City Council.    Attachment B. City Roster ‐ January 2013 Tiers 1, 2 and 3 CATEGORY AGENCY APPOINTED  BY Council  Liaison TERM 1 BOARDS &  COMMISSIONS Architectural Review Board (ARB) Mayor 1 year 2 BOARDS &  COMMISSIONS Historic Resources Board (HRB) Mayor Liz Kniss 1 year 3 BOARDS &  COMMISSIONS Human Relations Commission (HRC) Mayor Liz Kniss 1 year 4 BOARDS &  COMMISSIONS Library Advisory Commission (LAC) Mayor Gail Price 1 year 5 BOARDS &  COMMISSIONS Parks and Recreation Commission (PARC) Mayor Greg Schmid 1 year 6 BOARDS &  COMMISSIONS Planning & Transportation Commission  (P&TC) Mayor 1 year 7 BOARDS &  COMMISSIONS Public Art Commission (PAC)Mayor Karen Holman 1 year 8 BOARDS &  COMMISSIONS Storm Drain Oversight Committee (STOC) Mayor 1 year 9 BOARDS &  COMMISSIONS Utilities Advisory Commission (UAC) Mayor Greg Scharff 1 year 10 COUNTY Santa Clara County Cities Association Mayor Greg Scharff 1 year 11 COUNTY Santa Clara County Cities Association,  Legislative Action Committee Mayor Greg Scharff 1 year 12 COUNTY Santa Clara County Emergency  Preparedness Council Mayor Pat Burt 1 year 13 COUNTY Santa Clara Valley Water District  Commission Mayor Greg Schmid 1 year 14 COUNTY SCVWD Lower Peninsula Flood Control &  Watershed Advisory Committee Mayor Karen Holman 1 year 15 COUNTY Valley Transportation Authority, El  Camino Real Rapid Transit Policy  Advisory Board Mayor Liz Kniss 1 year 16 COUNTY Valley Transportation Authority, Policy  Advisory Committee Mayor Gail Price 1 year 17 REGIONAL, STATE  AND FEDERAL Association of Bay Area Governments Mayor Greg Schmid 1 year 18 REGIONAL, STATE  AND FEDERAL Bay Area Air Quality Mangement District Agency Liz Kniss 1 year 19 REGIONAL, STATE  AND FEDERAL Bay Area Regional Water System and  Financiang Authority Full Council Larry Klein 4 year  20 REGIONAL, STATE  AND FEDERAL Bay Area Water Supply and Conservation  Agency 21 REGIONAL, STATE  AND FEDERAL Bay Area Water System Conservation  Agency Full Council Larry Klein 4 year Tier 1 Tier 2 1 of 2 3/11/2013 Attachment B. City Roster ‐ January 2013 Tiers 1, 2 and 3 CATEGORY AGENCY APPOINTED  BY Council  Liaison TERM 22 REGIONAL, STATE  AND FEDERAL Bay Conservation and Development  Commission Agency Greg Scharff 23 REGIONAL, STATE  AND FEDERAL League of California Cities, Peninsula  Division Mayor Karen Holman 1 year 24 REGIONAL, STATE  AND FEDERAL National League of Cities Energy,  Environmental, and Natural Resources  Steering Committee Agency Larry Klein 25 REGIONAL, STATE Northern California Power Agency Mayor Greg Scharff 1 year 26 REGIONAL, STATE  AND FEDERAL Peninsula Cities Consortium Mayor Pat Burt 1 year 27 REGIONAL, STATE  AND FEDERAL Peninsula Rail Program Policy Maker  Workgroup Agency Pat Burt 28 REGIONAL, STATE  AND FEDERAL San Francisco Bay Area Regional Water  System Financing Authority Agency Larry Klein 29 REGIONAL, STATE  AND FEDERAL San Francisquito Creek Joint Powers  Authority  Mayor Pat Burt 1 year 30 REGIONAL, STATE  AND FEDERAL Santa Clara County Cities Association,  Cities Selection Committee Agency Greg Scharff 31 REGIONAL, STATE  AND FEDERAL Silicon Valley Regional Interoperability  Authority Agency Greg Scharff 10/31/2013 32 REGIONAL, STATE  AND FEDERAL Transmission Agency of Northern  California Mayor Greg Scharff 1 year 33 REGIONAL, STATE  AND FEDERAL Valley Transportation Authority,  Authority Board Agency Gail Price 34 CITY & LOCAL Art Center Foundation Mayor Greg Schmid 1 year 35 CITY & LOCAL Avenidas Mayor Larry Klein 1 year 36 CITY & LOCAL Board of Realtors Mayor Liz Kniss 1 year 37 CITY & LOCAL Business Association of California Mayor Karen Holman 1 year 38 CITY & LOCAL Caltrain Policy Maker Committee Mayor Greg Scharff 1 year 39 CITY & LOCAL Chamber of Commerce Mayor Marc Berman 1 year 40 CITY & LOCAL Grand Boulevard Task Force Mayor Greg Schmid 1 year 41 CITY & LOCAL Junior Museum & Zoo Mayor Marc Berman 1 year 42 CITY & LOCAL Lytton Gardens Mayor Greg Schmid 1 year 43 CITY & LOCAL Midpeninsula Community Media Center Mayor Liz Kniss 1 year 44 CITY & LOCAL Neighbors Abroad Mayor Liz Kniss 1 year 45 CITY & LOCAL Palo Alto Community Child Care Mayor Nancy  Shepherd 1 year 46 CITY & LOCAL Palo Alto Downtown Business &  Professional Association (BID) Mayor Liz Kniss 1 year 47 CITY & LOCAL Palo Alto Housing Corporation Mayor Liz Kniss 1 year 48 CITY & LOCAL Palo Alto/Stanford Citizen Corps Council Agency Greg Schmid 1 year 49 CITY & LOCAL Stanford University Mayor Greg Scharff 1 year Tier 3 2 of 2 3/11/2013 POLICY AND SERVICES COMMITTEE ACTION MINUTES Page 1 of 2 Regular Meeting February 12, 2013 MOTION: Council Member Klein moved, seconded by Council Member Price to move Agenda Item No. 3- Discussion and Review of the Legislative Action Program Manual and the 2013 Federal and State Legislative Priorities forward to be heard first, followed by Agenda Item No. 2- Auditor's Office Quarterly Report as of December 31, 2012 and Revised Workplan, and hear Agenda Item No. 1-Referral from City Council to Establish a Definition of Council Liaison Role for Boards and Commissions and Community Groups that Council Members are designated to in Section 2.4 in the City Council Protocol last. MOTION PASSED: 3-0 Holman absent Agenda Items 1. (Former Number Three) Discussion and Review of the Legislative Action Program Manual and the 2013 Federal and State Legislative Priorities. MOTION: Council Member Price moved, seconded by Council Member Klein to recommend the City Council approve the Legislative Program Action Manual, the 2013 Federal Legislative priorities and review of 2012 activities, and the 2013 State Legislative priorities and review of 2012 activities MOTION PASSED: 3-0 Holman absent 2. Auditor's Office Quarterly Report as of December 31, 2012 and Revised Workplan. MOTION: Council Member Price moved, seconded by Council Member Klein to recommend the City Council acceptance of the Auditor’s Office Quarterly Report as of December 31, 2012 and Revised Workplan, to include deferring the Development Center Process for one year. MOTION PASSED/FAILED: 3-0 Holman absent ACTION MINUTES Page 2 of 2 Policy and Services Committee Regular Meeting Action Minutes 02/12/13 3. (Former Number One) Referral from City Council to Establish a Definition of Council Liaison Role for Boards and Commissions and Community Groups that Council Members are designated to in Section 2.4 in the City Council Protocols. MOTION: Council Member Klein moved, seconded by Council Member Price to direct Staff to prepare a draft of revised section 2.4 in accordance with tonight’s discussions. MOTION PASSED: 3-0 Holman absent ADJOURNMENT: Meeting adjourned at 9:17 PM.