Loading...
HomeMy WebLinkAboutStaff Report 3681 CITY OF PALO ALTO OFFICE OF THE CITY CLERK April 9, 2013 The Honorable City Council Palo Alto, California Boards and Commissions Recruitment Program Revisions RECOMMENDED MOTION: Council Member moved, seconded by Council Member to: 1) direct Staff to draft and return with an ordinance changing the Municipal Code to hold Boards and Commissions recruitments once in the spring and once in the fall of each year on a bi-annual basis and eliminating the requirement that vacancies be advertised in a newspaper of general circulation; and 2) Approve staff recommendations related to implementation of a bi-annual recruitment schedule, including: • A case-by-case approach to mid-term resignations; • Continuous acceptance of applications; • Increased participation by Staff Liaisons and Commission Members in recruitment; • Streamlining the interview process by incorporating candidate questions prior to the interview date; • A trial Volunteer Fair in Spring 2014; • Recognition of Boards and Commissions at an annual event; and • Future discussion about a training and mentoring program for new Commissioners as “Phase II” to reforming board and commission recruitment. EXECUTIVE SUMMARY In December 2012 City Clerk Staff met with the Policy and Services Committee to discuss options for revising the Boards and Commissions Recruitment Program. Some key conversation points and directions given to Staff at that meeting are addressed in this report. Page 2 DISCUSSION A. BIANNUAL RECRUITMENT PROGRAM The Policy and Services Committee discussed with Staff recruiting biannually rather than recruiting continually based on term expirations and resignations. Staff recommends that recruitments are held twice a year, once in the spring and once in the fall beginning in 2014. Recruitments would be broken up as follows: Spring Recruitment, all applicable member terms would end on April 30 • Historic Resources Board (Currently terms end on May 31) • Human Relations Commission (Currently terms end on March 31) • Library Advisory Commission (Currently terms end on January 31) • Public Art Commission (Currently terms end on April 30) • Vacancies from resignations on any Commission Fall Recruitment, all applicable member terms would end on October 31 • Architectural Review Board (Currently terms end on September 30) • Parks and Recreation Commission (Currently terms end on December 31) • Planning and Transportation Commission (Currently terms end on July 31) • Storm Drain Oversight Committee (Currently terms end on December 31) • Utilities Advisory Commission (Currently terms end on June 30) • Vacancies from resignations on any Commission Currently seated Commissioners terms would change to the nearest biannual date. For example on the Historic Resources Board, there are three Commissioners whose terms expire on September 30, 2014 and two Commissioners whose terms expire on September 30, 2015. They would change to expire on April 30 in 2014 and 2015 respectively. All recruitments for terms expiring in 2013 would not change. Beginning in January 2014 all terms would end on either April 30 or October 31. If approved, the City Clerk will work with the City Attorney to update applicable sections of the Municipal Code. The Commission term dates, application submittal schedule, and advertising procedure are outlined in multiple sections of the Municipal Code. B. ADVERTISING The Municipal Code currently requires advertisement in a paper of general circulation at least once during a recruitment. The general circulation newspaper in Palo Alto is the Palo Alto Weekly. The average cost of the small ads currently run for recruitments are $240.00. Less than 10 percent of the applicants over the last few years have indicated they found out about the recruitment from the ad in the Palo Alto Weekly. Page 3 Staff recommends the elimination of this requirement. Staff would like the Municipal Code to indicate that the City Clerk will advertise vacancies as appropriate which may include ads in any newspaper, online ads, e-blasts, flyers, or other appropriate media. This will allow Staff the flexibility to explore new avenues. The goal with this revision is to be less prescriptive with how the recruitments can be advertised while still ensuring a transparent process. C. MID-TERM RESIGNATIONS IN A BIANNUAL RECRUITMENT PROGRAM Staff has explored how to manage resignations with a biannual recruitment schedule. Possible options follow. 1. Staff recommends a case-by-case approach to mid-term vacancies. that upon receipt of a resignation by a Commissioner, City Staff would agendize an item at the next available Council Meeting. Council could then determine if the Committee should continue with a vacancy until the next available recruitment (either spring or fall regardless of Commission), or request Staff to conduct a special recruitment for the vacancy immediately. 2. Council could designate an alternate Commissioner for each commission. When Council votes on which Commissioners will serve, they would vote on an alternate from the same applicant pool at the same time. Council would indicate on the ballot which candidate(s) they vote to serve and which candidate they vote as an alternate. A potential issue may arise if an alternate was no longer available to serve at the time of a resignation. A potential benefit would be the ability to immediately replace a resigned Commissioner. 3. Without holding a new recruitment, Council could vote on the previous applicant pool to select an applicant to serve. Council would vote from the entire pool of applicants who interviewed for the last recruitment. 4. The replacement could be recruited with the next biannual recruitment. The vacancy from the resignation would remain in place for as much as six months. A potential issue may arise if there are multiple resignations at the same time. D. APPLICATION SCHEDULE IN A BIANNAUAL RECRUITMENT PROGRAM If an individual expresses an interest in serving on a board or commission for which there is no active recruitment, staff currently offers to add potential applicants to a distribution list, but otherwise turns away potential applications. Staff recommends the acceptance of applications continuously rather than only during an active recruitment. Page 4 E. COLLABORATION / INCREASED PARTICIPATION BY STAFF LIASONS AND SEATED COMMISSIONERS Staff Liaisons play a critical role with the Boards and Commissions function. They work directly with all members on a frequent basis. The City Clerk Staff has observed that recruitments garner more attention from the community and receive a higher quantity and quality of applications when the Staff Liaison takes an active role in the recruitment. Additionally recruitments are more successful when the seated members, or at least the Chair and Vice Chair, also actively engage with the recruitment process. The City Clerk will start attending Boards and Commissions meetings to announce recruitments in an effort to take a more active role in encouraging participation. The City Clerk Staff believes it is important that all applicants receive fair and equal exposure to Council. Because of this it is important to note that Staff Members are not being asked to actively recruit individuals. Rather they should strive to communicate with their contacts at-large. Staff recommends Council encourage Staff Liaisons and Commission Members commit to participation in the Boards and Commissions Recruitment Program. Staff Liaisons and Commission Members can support the recruitments by sending emails to people they know in the professional community, announcing openings at meetings, and talking to members of the community who regularly attend meetings. F. VOLUNTEER FAIR The Policy and Services Committee discussed with Staff the idea of a City hosted volunteer fair. Staff believes a successful event would have a grassroots feel and that the participation of the public and the support of non-profits would be critical. Success would be defined by this community participation. Non-profit organizations from around the City would be invited to participate by setting up a table. The Boards and Commissions Recruitment Program would also have a recruitment table. Other City volunteer recruitment efforts (if any) could also be accommodated. The benefits of this type of event would include good-will, demonstration of active-participation with our non- profit partners, and a highly visible event to solicit applications for Boards and Commissions in a fully interactive manner. Potential issues include mainly budget constraints, drains on Staff time, and the potential for a lack of community interest. Staff has informally contacted several non-profits who have indicated interest in participating. They have also indicated they would be willing to donate a door prize. The primary budget draw impact would be for a substantial advertising effort. If the plan to move to biannual recruitments is approved, there would be substantial savings in the current City Clerk budget, which may offset the cost of a volunteer fair. Page 5 Staff recommends a trial City hosted volunteer fair to be held in spring 2014. If the trial event is successful Staff would like to roll the event out annually. G. INTERVIEWS The current Boards and Commissions interview process involves 10 minute question and answer sessions between Council and each Applicant, 15 minutes for Planning and Transportation Commission Candidates. City Clerk Staff researched dozens of cities in California to benchmark how cities manage the interview process. In some cities the Mayor appoints with no interviews at all. In some cities the Mayor appoints from nominations taken from Council, again with no interviews at all. In some cities applicants attend a Council Meeting where they are introduced and may or may not answer questions by the Council. In some cities there are subcommittees to interview and select applicants. None of these options seem a good fit for Palo Alto. In the City of Santa Barbara Staff sends applicants questions and requests the applicant prepare a verbal presentation addressing these questions. Each applicant is given three minutes. The Council Members do not ask questions directly to the applicants. Staff recommends, in order to streamline the interview process, Council submit questions for applicants to the City Clerk’s Office via email in time to give the applicants 10 days to prepare. Each applicant will then prepare a five minute verbal presentation for Council. H. RECOGNITION EVENT An annual recognition event celebrating and honoring the community members who volunteer a good deal of time serving on the Boards and Commissions could help increase retention and the level of satisfaction received from serving. Staff recommends the City host an annual recognition event for all current Boards and Commissions Members. The process would include a reception prior to a regularly scheduled Council Meeting. The event should be timed either with the end of the Calendar year or with one of the recruiting dates. There will be a small cost associated with the event for food and refreshments at the reception. I. TRAINING AND MENTORING At the meeting in December the Policy and Services Committee also discussed with Staff the development of a training and/or mentoring program. The City Clerk’s Staff agrees this would be a valuable process. The development of this type of program can require extensive resources. Integration with many internal departments would be required - for example the City Attorney’s Office participation in a Brown Act component would be critical. Staff has considered that partnering with some external programs such as Leadership Palo Alto, would Page 6 be beneficial to a training and mentoring program. A new Boards and Commissions Member Handbook should be part of the program. The City Clerk’s Staff understands training and mentoring is a critical and currently under developed component of the Boards and Commissions Recruitment Program. However, the most immediate need, in Staff’s opinion, is to revise the recruitment schedule, application process, applications, and advertisement of the program. Once those components are in place focus can shift to a post appointment mentality. Staff recommends a Training and Mentoring program be developed following the successful transition to a biannual recruitment schedule as a “Phase II” of the Boards and Commissions Recruitment Program. J. BOARDS AND COMMISSIONS VERBATIM MINUTES The City Council requested the City Clerk provide data regarding the creation of verbatim minutes for the Architectural Review Board, the Planning and Transportation Commission, and the Utilities Advisory Commission. Staff interviewed 14 City Clerk Offices in the region. The Cupertino City Clerk types action minutes for all Boards and Commissions and the Milpitas City Clerk type’s action minutes for a few Boards and Commissions The City Clerk contacted the City Manager, Planning Director, and Utilities Director regarding verbatim minutes. The Planning and Transportation Commission creates verbatim minutes currently. The Architectural Review Board Staff creates minutes for items moving to Council. The Utilities Department currently does not create verbatim minutes of the Utilities Advisory Commission meetings due to Staff capacity and cost, however, the Utilities Department does issue sense minutes of all of the meetings. K. TECHNOLOGY When Staff met with the Policy and Services Committee in December 2012 the Committee discussed using technology to enhance recruitment efforts and the application process. The City Clerk Staff is collaborating with the Human Resources Department to use the NeoGov system to create and manage applications for Board and Commission recruitments. This will allow applicants to complete and submit applications online using an existing system. There is no cost associated with this process. The Committee Members also requested Staff allow interested applicants to self-enroll for recruitment notifications. Staff will set up a new GovDelivery message. This will work similarly to the messaging sent out for agendas. A link will be included on the website. This is using an existing system and there will be no cost associated with this process. Page 7 L. APPLICATION CONTENT CHANGES As mentioned in the Technology section, the applications will move to an entirely online format using NeoGov. Staff discussed eliminating the current wet signature requirement with the Policy and Services Committee, this is going to be accomplished by switching to NeoGov. It was also suggested that Staff incorporate into the applications the serving requirements outlined in the Municipal Code and a request for visual examples where appropriate. Current Boards and Commissions Members sent suggestions for application revisions, which were included in the attached report. Staff is reformatting the applications to accommodate NeoGov and these concerns. A sample of one application is attached to demonstrate how the content of the applications will change. ATTACHMENTS:  Sample of Revised Application (DOC)  12-11-12 Staff Report for P&S (PDF)  12-11-12 Boards and Commissions Minutes Excerpt (DOC) Department Head: Donna Grider, City Clerk Page 8 SAMPLE PLANNING AND TRANSPORTATION COMMISSION APPLICATION FOR NEOGOV CONVERSION Thank you for your consideration of serving on a Palo Alto Board or Commission. The City of Palo Alto has 12 Boards and Commissions serving as advisory bodies to the City Council. Service on any of the Boards and Commissions is important and valuable work. Serving on a Board or Commission is a powerful way to participate in your local government. An application may be submitted for a vacancy that currently exists or for consideration for future recruitments. Application deadlines for specific recruitments do apply and late applications cannot be accepted. An application will remain on file in the City Clerk’s Office for a period of two years from the date of receipt unless an applicant requests that it be withdrawn. Applications may be completed online using the NeoGov system. If a paper copy is preferred please contact the City Clerk’s Office at 650-329-2571. The Political Reform Act of 1974 (Government Code Sections 81000, et seq.), is intended to prevent conflicts of interest by requiring public officials to disclose certain personal financial interests, which could foreseeably cause conflicts. In addition, a public official may be required to disqualify him or herself from making, participating in, or attempting to influence any government decision which will affect any of his or her financial interest, not just those that are required to be disclosed. The Fair Political Practices Commission (FPPC) Office is available at 866-275-3772 to explain what a conflict of interest is and when the law requires disqualification. This information is also available at www.fppc.ca.gov. Boards and Commissions Members are required to complete Statements of Economic Interests within 30 days of beginning service. The City of Palo Alto Municipal Code Chapters 2.16 (link) and 2.20 (link) indicate specific requirements for different Boards and Commissions. It is the applicant’s responsibility to ensure these requirements are met prior to applying. Planning and Transportation Proposed NeoGov Application Questions: Name Address (check residence or work) Home Phone Cell Phone Work Phone Email Preferred method of contact Education List relevant training and experience, certificates of training, licenses, or professional registration Are you a Palo Alto Resident? Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners? Are you available and committed to complete the term applied for? Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171. Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? Have you attended a Planning and Transportation Commission Meeting within the last six months?  Describe any experience or training you have that would prepare you to discuss and make recommendations regarding any of the following subjects: the City of Palo Alto Budget, the Palo Alto Comprehensive Plan, the Brown Act, the California Environmental Quality Act, public works, city parks and facilities, public safety, streets and sidewalks, or zoning concerns.  How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes?  What do you believe is the most important issue for the Planning and Transportation Commission to study in the upcoming year?  Provide an example of an issue studied by the Planning and Transportation Commission that you would have decided differently and explain why.  What unique contribution would you make to the commission if selected? You are encouraged to bring a visual representation of your own work in a relevant field, or bring visual samples of works from within Palo Alto you would like to discuss. How did you learn about the vacancy? Consent Information I give permission for the City of Palo Alto to post to the City’s website the attached Board and Commission Application intact. I have read and understand my rights under Government Code Section 6254.21. I may revoke this permission at any time by providing written notice to the Palo Alto City Clerk. OR I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website. I am providing the following alternate information and request that they use the following contact information instead. SAMPLE OF CURRENT PLANNING AND TRANSPORTATION COMMISSION APPLICATION CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fair Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: CITY OF PALO ALTO PLANNING AND TRANSPORTATION COMMISSION SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You may submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Planning & Transportation Commission (Date: ) 2. How did you Learn about the vacancy on the Planning and Transportation Commission? Rotary Club: Palo Alto Weekly: The Daily Post: Email from City Clerk: AIA: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Planning & Transportation Commission that interests you? What qualities, experience and expertise would you bring to the Planning & Transportation Commission? 5. How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 6. What are the current issues facing the Planning & Transportation Commission? 7. If appointed, what specific goals would you like to see the Planning & Transportation Commission achieve? City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 CONSENT FORM California Government Code Section 6254.21 states, in part, “No state or local agency shall post the home address or telephone number of any elected or appointed official on the Internet without first obtaining the written permission of that individual.” The full code is attached. This consent form will not be redacted and will be attached to the Application and posted to the City’s website. Read the code, and check only ONE option below: I give permission for the City of Palo Alto to post to the City’s website the attached Board and Commission Application intact. I have read and understand my rights under Government Code Section 6254.21. I may revoke this permission at any time by providing written notice to the Palo Alto City Clerk. OR I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website. I am providing the following alternate information and request that they use the following contact information instead. Address Phone Email ________________________ ____ ________________________ Signature* Date *The applicant must have a digital signature or print the application, sign in ink, and deliver to the City Clerks Office. A typed signature or unsigned application will not be accepted. CALIFORNIA CODES GOVERNMENT CODE SECTION 6250-6270: http://www.leginfo.ca.gov 6254.21. (a) No state or local agency shall post the home address or telephone number of any elected or appointed official on the Internet without first obtaining the written permission of that individual. (b) No person shall knowingly post the home address or telephone number of any elected or appointed official, or of the official's residing spouse or child, on the Internet knowing that person is an elected or appointed official and intending to cause imminent great bodily harm that is likely to occur or threatening to cause imminent great bodily harm to that individual. A violation of this subdivision is a misdemeanor. A violation of this subdivision that leads to the bodily injury of the official, or his or her residing spouse or child, is a misdemeanor or a felony. (c) (1) (A) No person, business, or association shall publicly post or publicly display on the Internet the home address or telephone number of any elected or appointed official if that official has made a written demand of that person, business, or association to not disclose his or her home address or telephone number. (B) A written demand made under this paragraph by a state constitutional officer, a mayor, or a Member of the Legislature, a city council, or a board of supervisors shall include a statement describing a threat or fear for the safety of that official or of any person residing at the official's home address. (C) A written demand made under this paragraph by an elected official shall be effective for four years, regardless of whether or not the official's term has expired prior to the end of the four-year period. (D) (i) A person, business, or association that receives the written demand of an elected or appointed official pursuant to this paragraph shall remove the official's home address or telephone number from public display on the Internet, including information provided to cellular telephone applications, within 48 hours of delivery of the written demand, and shall continue to ensure that this information is not reposted on the same Internet Web site, subsidiary site, or any other Internet Web site maintained by the recipient of the written demand. (ii) After receiving the elected or appointed official's written demand, the person, business, or association shall not transfer the appointed or elected official's home address or telephone number to any other person, business, or association through any other medium. (iii) Clause (ii) shall not be deemed to prohibit a telephone corporation, as defined in Section 234 of the Public Utilities Code, or its affiliate, from transferring the elected or appointed official's home address or telephone number to any person, business, or association, if the transfer is authorized by federal or state law, regulation, order, or tariff, or necessary in the event of an emergency, or to collect a debt owed by the elected or appointed official to the telephone corporation or its affiliate. (E) For purposes of this paragraph, "publicly post" or "publicly display" means to intentionally communicate or otherwise make available to the general public. (2) An official whose home address or telephone number is made public as a result of a violation of paragraph (1) may bring an action seeking injunctive or declarative relief in any court of competent jurisdiction. If a court finds that a violation has occurred, it may grant injunctive or declarative relief and shall award the official court costs and reasonable attorney's fees. A fine not exceeding one thousand dollars ($1,000) may be imposed for a violation of the court's order for an injunction or declarative relief obtained pursuant to this paragraph. (3) An elected or appointed official may designate in writing the official's employer, a related governmental entity, or any voluntary professional association of similar officials to act, on behalf of that official, as that official's agent with regard to making a written demand pursuant to this section. A written demand made by an agent pursuant to this paragraph shall include a statement describing a threat or fear for the safety of that official or of any person residing at the official's home address. (d) (1) No person, business, or association shall solicit, sell, or trade on the Internet the home address or telephone number of an elected or appointed official with the intent to cause imminent great bodily harm to the official or to any person residing at the official's home address. (2) Notwithstanding any other law, an official whose home address or telephone number is solicited, sold, or traded in violation of paragraph (1) may bring an action in any court of competent jurisdiction. If a jury or court finds that a violation has occurred, it shall award damages to that official in an amount up to a maximum of three times the actual damages but in no case less than four thousand dollars ($4,000). (e) An interactive computer service or access software provider, as defined in Section 230(f) of Title 47 of the United States Code, shall not be liable under this section unless the service or provider intends to abet or cause imminent great bodily harm that is likely to occur or threatens to cause imminent great bodily harm to an elected or appointed official. (f) For purposes of this section, "elected or appointed official" includes, but is not limited to, all of the following: (1) State constitutional officers, 2) Members of the Legislature, (3) Judges and court commissioners, (4) District attorneys, (5) Public defenders, (6) Members of a city council, (7) Members of a board of supervisors, (8) Appointees of the Governor, (9) Appointees of the Legislature, (10) Mayors, (11) City attorneys, (12) Police chiefs and sheriffs, (13) A public safety official, as defined in Section 6254.24, (14) State administrative law judges, (15) Federal judges and federal defenders, (16) Members of the United States Congress and appointees of the President. (g) Nothing in this section is intended to preclude punishment instead under Sections 69, 76, or 422 of the Penal Code, or any other provision of law. CITY OF PALO ALTO OFFICE OF THE CITY CLERK December 11, 2012 The Honorable City Council Palo Alto, California Options for Revising the Boards and Commissions Application and Recruitment Process History The Palo Alto Boards and Commissions are governed by the Municipal Code. Requirements include the advertisement in a general circulation newspaper, receipt of applications during the recruitment period, and forwarding of applications to Council. The Municipal Code also indicates the expiration term of each board. The Boards and Commissions application and recruitment process has functioned without significant update for many years. Some minor improvements have been made recently to increase the number of applications received. However there is great room for improvement in the following key areas: Applications are generic, offering only minimal customization per commission Outreach to potential applicants is limited by staff and budget and lacks creativity Application process, from recruitment through appointment, is time consuming and inefficient Generic Applications Applications are primarily generic with minimal customization per commission. Staff has modified the applications to include information regarding specific criteria that already is specified in the Municipal Code; for example the Historic Resources Board application now includes space to indicate which requirements the applicant meets; either they are the owner of a historic structure, an architect, or an academic. Otherwise, the questions are the same as they have been for many years. City Clerk Staff reached out to the Chairs, Vice Chairs, and Staff Liaisons for each Commission requesting suggestions for improvements. Most respondents made suggestions that would be appropriate for any Page 2 Commission. One respondent provided suggestions specifically for the Public Art Commission. All responses are listed below. Suggestions appropriate for all applications Examples of past experience relevant to a commission Willingness to operate within the procedural rules of the commission Enthusiasm to come up to speed on the priorities and objectives of the commission, or which current issue or issues facing the commission were of particular interest to the applicant What unique contribution could the applicant make to the commission if selected Past experience with public service or volunteering Are there any recent decisions by the Commission that the applicant would have decided differently Are there any issues that the applicant would consider to be particularly important for the commission to study What factors would the applicant weigh most heavily in setting priorities for the commission Questions that pertain to whether the applicant is on time or has a difficulty with the time commitment requirements Public Art Commission Specific What arts affiliations, memberships or arts publications does the applicant have or subscribe to, if any What is the role of public art in a city What examples of successful public art can the applicant think of (here or elsewhere) and why does he or she consider those successful The Municipal Code specifies the criteria, such as candidate occupation and residency, requirements to serve on Boards and Commissions. These requirements have not been updated or reviewed in a long time. Some Council Members have suggested reviewing these criteria. One Commission Member suggested the criteria to serve on the Planning and Transportation Commission should include several members being architects. The relevant sections of the Municipal Code are included as Attachment E. The City of Saratoga requires that applicants attend at least one Commission meeting prior to applying. The City of Hayward requires applicants to sign a statement indicating they understand and agree to the time commitments Page 3 required to serve. Staff Recommends: Updating the applications with current, relevant questions. Council discussion of an update to the Municipal Code reflecting updated criteria for serving. Outreach Any recruitment is only successful when it has the involvement of not only the City Clerk’s Office, but the Council, Staff Liaisons, Board and Commission Members, and neighborhood groups actively looking for applicants. Past experience has been that the number of applicants increases when we have active participation of all these groups. Current outreach to potential applicants is limited, inconsistent, and not a priority for stakeholders. Some possible solutions might include: Expand outreach to potential applicants. Revise the description of the Council Liaison and Staff Liaison roles to include applicant outreach. Direct City Clerk Staff to attend Boards and Commissions Meetings with specifically timed recruitment information. Research with other cities has revealed a variety of processes that could be considered. For example, the City of Hayward holds an annual “open house” event where they invite the public to attend and meet current Boards and Commissions Members. In Berkeley it is the responsibility of the Boards and Commissions Members to recruit when there is an opening on their board. The City of Mountain View has direct mailings to residents. Quite a few cities were reviewing the possibility of using social media to recruit, but none launched a program yet at the time of the interviews. Process The current process for recruitment includes publishing a vacancy announcement in Council Packet, publishing an advertisement in the Palo Alto Weekly, sending an email to the database of potentially interested applicants, communicating with community associations such as the Page 4 neighborhood associations and Chamber of Commerce, contacting existing commissioners, agendizing the interview selection with Council, scheduling a special meeting to conduct interviews, agendizing the selection of candidates with Council, contacting applicants. Applicants not selected to serve are provided the option to be added to the database in case they wish to apply again. Staff has contacted numerous other cities around California to gather information regarding the methods other cities use to recruit. Here is a recap of some of that information: The City of Fremont Mayor appoints Commissioners. No community outreach. Several other cities interviewed use this or a similar process. The City of Hayward recruits and interviews only once a year, in June/July, but accepts applications all year. Will hold special recruitments if needed. Council appoints. The City of Redwood City has a more complex process: o Recruitments are advertised in local papers and city publications. o Interview date is set when applications become available. o City Clerk’s Office tracks and verifies applications, Applicants must be residents and registered to vote. o Interviews are held with full Council. o Council appoints. o Oaths are administered by City Clerk at Council Meeting. o Annual recognition party for commissioners held every December. The City of Santa Clara runs their recruitments much the same way as Palo Alto. The City of Saratoga recruits three times a year, and then additionally as needed. They advertise recruitments in local paper and city publications. The City of Menlo Park recently changed from staggered recruitments to annual recruitments. The City of Richmond uses a City Council Standing Committee to review applications and make recommendations to the full Council. Over the last few years the amount of applications received per vacancy has increased on average. However, this increase is inconsistent. Some recruitments earn little or no applications at all, while others earn many. Several factors could be considered for this. For example, summer time Page 5 recruiting efforts seem to earn fewer applications per vacancy. Staff has been gathering data for several years. It is difficult to find a pattern for exactly when the best time of the year would be to hold an annual recruitment. Further research would be required should Council move to annual recruitment. Recruitment periods are staggered through the year at seemingly random intervals. Applicant response is erratic. Frequent emails are not very visible, they might become similar to junk mail in residents in-boxes. Newspaper advertisements are hidden in the paper and not created to stand out. Some possible solutions are: The Municipal Code could be revised to recruit for all Boards and Commissions once a year. This would allow Staff to maximize resources, allowing for a stronger push on recruitment communication and additional partnership opportunities with the community. Remove the requirement to advertise recruitments in a general circulation newspaper. This action will allow the City Clerk’s Staff to use advertising budget and time in a more efficient and productive manner. Staff could potentially run colorful display ads in a variety of newspapers, work with reporters to run articles about recruitment, explore hosting a volunteer fair, and develop marketing media (flyers, business cards, tri-fold handouts, and mailers). Of the last 273 applications that have been received, 21 applicants indicated they discovered the recruitment via the ad in the paper. ATTACHMENTS:  Attachment A Boards and Commissions Applications (PDF)  Attachment B Sample Questions (PDF)  Attachment C Comments from Boards and Commissions Chairs, Vice Chairs and Staff Liaisons (PDF)  Attachment D Recruiting Survey (PDF)  Attachment E Municipal Code Boards and Commissions Sections (PDF) Department Head: Donna Grider, City Clerk Page 6 ARCHITECTURAL REVIEW BOARD CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 8/31/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 8/31/2011 CITY OF PALO ALTO ARCHITECTURAL REVIEW BOARD SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Architectural Review Board (Date: ) 2. How did you Learn about the vacancy on the Architectural Review Board? Rotary Club: Palo Alto Weekly: The Daily Post: Email from City Clerk: AIA: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Architectural Review Board that interests you? What qualities, experience and expertise would you bring to the Architectural Review Board? Bds/Commissions – 702-23 8/31/2011 5. How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 6. What are the current issues facing the Architectural Review Board? 7. If appointed, what specific goals would you like to see the Architectural Review Board achieve? Bds/Commissions – 702-23 8/31/2011 HISTORIC RESOURCES BOARD CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 8/31/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171 to arrange an appointment.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171 to arrange an appointment. EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 8/31/2011 CITY OF PALO ALTO Historic Resources Board SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Historic Resources Board (Date: ) 2. How did you Learn about the vacancy on the Historic Resources Board? Community Group: Palo Alto Weekly: The Daily Post: Email from City Clerk: Library Bulletin Board: Flyer/Bookmark: Other, Please Specify: 3. Check Any That Apply: I own or occupy a category 1 or 2 historic structure, or a structure in a historic neighborhood I am an architect, a landscape architect, a building designer, or other design professional I have an academic education or practical experience in history or a related field 4. Describe your involvement in community activities, volunteer and civic organizations. Bds/Commissions – 702-23 8/31/2011 5. What is it about the Historic Resources Board that interests you? What qualities, experience and expertise would you bring to the Historic Resources Board? 6. How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 7. What are the current issues facing the Historic Resources Board? 8. If appointed, what specific goals would you like to see the Historic Resources Board achieve? Bds/Commissions – 702-23 8/31/2011 HUMAN RELATIONS COMMISSION CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 9/1/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 9/1/2011 CITY OF PALO ALTO HUMAN RELATIONS COMMISSION SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Human Relations Commission (Date: ) 2. How did you Learn about the vacancy on the Human Relations Commission? Community Group: Palo Alto Weekly: The Daily Post: Email from City Clerk: Library Bulletin Board: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Human Relations Commission that interests you? What qualities, experience and expertise would you bring to the Human Relations Commission? Bds/Commissions – 702-23 9/1/2011 5. How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 6. What are the current issues facing the Human Relations Commission? 7. If appointed, what specific goals would you like to see the Human Relations Commission achieve? Bds/Commissions – 702-23 9/1/2011 LIBRARY ADVISORY COMMISSION CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 9/13/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 9/13/2011 CITY OF PALO ALTO LIBRARY ADVISORY COMMISSION SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Library Advisory Commission (Date: ) 2. How did you Learn about the vacancy on the Library Advisory Commission? Community Group: Palo Alto Weekly: The Daily Post: Website: _____ (if yes, please identify website) ___________________________________ Email from City Clerk: Library Bulletin Board: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Library Advisory Commission that interests you? What qualities, experience and expertise would you bring to the Library Advisory Commission? Bds/Commissions – 702-23 9/13/2011 5. How would you see your role as commissioner when recommending policy and working with the Council? 6. What do you see as some of the key challenges in implementing the recommendations of the Commission’s December 2006 report to Council “Library Services Model Analysis and Recommendations: http://www.cityofpaloalto.org/knowzone/agendas/library.asp 7. If appointed, what specific goals would you like to see the Library Advisory Commission achieve? Bds/Commissions – 702-23 9/13/2011 PUBLIC ART COMMISSION CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply . All forms must have a digital signature or the applicant must print the application, sign in ink, and deliver to the City Clerks Office. A typed signature or unsigned application will not be accepted. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 9/13/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-. 2171.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant* Date: *The applicant must have a digital signature or print the application, sign in ink, and deliver to the City Clerks Office. A typed signature or unsigned application will not be accepted. Bds/Commissions – 702-23 9/13/2011 CITY OF PALO ALTO PUBLIC ART COMMISSION SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Public Art Commission (Date: ) 2. How did you Learn about the vacancy on the Public Art Commission? Community Group: Palo Alto Weekly: The Daily Post: Website: _____ If Yes, Please Identify: ___________________________________________ Email from City Clerk: Library Bulletin Board: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Public Art Commission that interests you? What qualities, experience and expertise would you bring to the Public Art Commission? Bds/Commissions – 702-23 9/13/2011 5. How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 6. What are the current issues facing the Public Art Commission? 7. What are your feelings about Palo Alto’s current inventory/collection of Art in Public Places? What suggestions would you have for increasing the availability of more Art in Public Places? 8. If appointed, what specific goals would you like to see the Public Art Commission achieve? Bds/Commissions – 702-23 9/13/2011 PARK AND RECREATION COMMISSION CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 9/13/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application at 650-329-2171.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 9/13/2011 CITY OF PALO ALTO PARK AND RECREATION COMMISSION SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Park and Recreation Commission (Date: ) 2. How did you Learn about the vacancy on the Park and Recreation Commission? Community Group: Palo Alto Weekly: The Daily Post: Website: _____ If yes, please identify website: _____________________________________ Email from City Clerk: Library Bulletin Board: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Park and Recreation Commission that interests you? What qualities, experience and expertise would you bring to the Park and Recreation Commission? Bds/Commissions – 702-23 9/13/2011 5. How would you see your role as commissioner when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 6. What are the current issues facing the Park and Recreation Commission? 7. If appointed, what specific goals would you like to see the Parks and Recreations Commission achieve? Bds/Commissions – 702-23 9/13/2011 Planning and Transportation Commission CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 9/1/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 9/1/2011 CITY OF PALO ALTO PLANNING AND TRANSPORTATION COMMISSION SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Planning & Transportation Commission (Date: ) 2. How did you Learn about the vacancy on the Planning and Transportation Commission? Rotary Club: Palo Alto Weekly: The Daily Post: Email from City Clerk: AIA: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Planning & Transportation Commission that interests you? What qualities, experience and expertise would you bring to the Planning & Transportation Commission? Bds/Commissions – 702-23 9/1/2011 5. How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 6. What are the current issues facing the Planning & Transportation Commission? 7. If appointed, what specific goals would you like to see the Planning & Transportation Commission achieve? Bds/Commissions – 702-23 9/1/2011 STORM DRAIN OVERSIGHT COMMITTEE CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 9/13/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171 to arrange an appointment.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 9/13/2011 CITY OF PALO ALTO STORM DRAIN OVERSIGHT COMMITTEE SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Storm Drain Oversight Committee (Date: ) 2. How did you Learn about the vacancy on the Storm Drain Oversight Committee? Community Group: Palo Alto Weekly: The Daily Post: Website: _____ If yes, please identify Website: ____________________________________ Email from City Clerk: Library Bulletin Board: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Storm Drain Oversight Committee that interests you? What qualities, experience and expertise would you bring to the Storm Drain Oversight Committee? Bds/Commissions – 702-23 9/13/2011 5. How would you see your role as board member when recommending policy and working with the Council? If it were necessary to change current roles, how would you approach making such changes? 6. What are the current issues facing the Storm Drain Oversight Committee? 7. Describe your specific education, training or experience in the fields of accounting, engineering, municipal infrastructure planning or water resources, if any. 8. Describe other personal traits that make you well-qualified to serve on this committee. Bds/Commissions – 702-23 9/13/2011 UTILITIES ADVISORY COMMISSION CITY OF PALO ALTO BOARD AND COMMISSION APPLICATION SUBMIT TO: Office of the City Clerk 250 Hamilton Avenue, Palo Alto, CA 94301 (650) 329-2571 Please print or type answers to all questions and place N/A in those areas that do not apply. Be sure that you fill out the attached supplement and return it with your signed application. This application is public record and may be posted to the internet in its entirety. NAME: HOME PHONE: Last First WORK PHONE: RESIDENCE ADDRESS: CELL PHONE: Street EMAIL: City State Zip Education: List relevant training and experience, certificates of training, licenses, or professional registration: Bds/Commissions – 702-23 9/1/2011 Yes No  Are you a Palo Alto Resident?  Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are board members or commissioners?  Are you available and committed to complete the term applied for?  California state law requires appointed board and commission members to file a detailed disclosure of their financial interests, Fa ir Political Practices Commission, Conflict of Interest, Form 700. Do you have an investment in, or do you serve as an officer or director of, a company doing business in Palo Alto which you believe is likely to; 1) engage in business with the City, 2) provide products or services for City projects, or 3) be affected by decisions of the board or commission you are applying for? If you answered yes, you may wish to consult with the City Attorney before filing this application. Please contact the City Attorney’s Office at 650-329-2171 to arrange an appointment.  Excluding your principal residence, do you own real property in Palo Alto or within two miles of Palo Alto? EMPLOYMENT Present or last employer Name of Company: Occupation: (If retired, indicate former occupation) Signature of Applicant Date: Bds/Commissions – 702-23 9/1/2011 CITY OF PALO ALTO UTILITIES ADVISORY COMMISSION SUPPLEMENTAL QUESTIONNAIRE Please Return to: Office of the City Clerk Name: 250 Hamilton Avenue Palo Alto, CA 94301 Date: 650-329-2571 Please print or type your answers to the following questions and submit with your completed application. You m ay submit additional sheets, if necessary, to complete your answers. 1. Have you attended the following meeting? Yes No  Utilities Advisory Commission (Date: ) 2. How did you Learn about the vacancy on the Utilities Advisory Commission? Community Group: Palo Alto Weekly: The Daily Post: Email from City Clerk: Library Bulletin Board: Flyer/Bookmark: Other, Please Specify: 3. Describe your involvement in community activities, volunteer and civic organizations: 4. What is it about the Utilities Advisory Commission that interests you? What qualities, experience and expertise would you bring to the Utilities Advisory Commission? Bds/Commissions – 702-23 9/1/2011 5. How would you see your role as board member when recommending policy and working with the Council? 6. What are the current issues facing the Utilities Advisory Commission? 7. If appointed, what specific goals would you like to see the Utilities Advisory Commission achieve? Bds/Commissions – 702-23 9/1/2011 ATTACHMENT B ID# 3190 P&S Item No. 1 SAMPLE SUMMARY QUESTIONS 1. Please provide a brief description of why you are seeking this appointment. 2. Please describe your qualifications, training and experience related to the interests and work of the [Committee Name]. 3. Please list any community organizations or activities to which you belong or in which you have participated. 4. How many Palo Alto board, committee or commission meetings you have attended in the past year? 5. How many Palo Alto [Committee Name] meetings have you attended in the past year? 6. What issues would you like to bring to the [Committee Name]? 7. Would you feel discouraged if the Council did not abide by the recommendations of the [Committee Name] were overridden? 8. Are you currently serving or have you served on a Palo Alto City board or commission. If you answered yes, which one. 9. What motivated you to apply for [Committee Name] and are you applying for more than one board or commission (please list all other boards or commissions you might be applying for). 10. What skills or attributes can you bring to the [Committee Name]? 11. The primary role of a board or commission member is to provide advice to City Council on policy issues that are within the scope of that board or commission. With this in mind what steps would you take to effectively exercise this specific board or commission role? If you are applying for more than one, please reference the specific board or commission in your response. 12. List college degrees and majors, and any relevant training or experience that demonstrates your ability to effectively serve on this board or commission. If you are applying for more than one, please reference the specific board or commission in your responses. 13. Briefly describe your current or last occupation. 14. Have you attended the City Council, board or commission meeting? If so, please describe what you learned and what improvements you would suggest the city consider. 15. Describe your involvement in community activities, volunteer and civic organizations. 16. The City has a Code of Ethics and Conduct for Elected and Appointed Officials and an attendance policy that appointed members are required to follow. Do you have any concerns in these two areas? If so, please describe. 17. If an unplanned vacancy arises on the board(s) or commission(s) you are interested in, would you be willing to accept a temporary appointment for the remainder of the expired term or until a recruitment is held and Council officially fills the vacancy? (Check box with “Yes” or “No”). ATTACHMENT B ID# 3190 P&S Item No. 1 18. In what ways could the City strengthen [Committee Name] in the community? 19. Like many cities in Santa Clara County, Palo Alto is faced with problems stemming from traffic congestion and air pollution. Suggest ways the City can improve facilities for bicyclists and improve bicycling education and safety programs for motorists, cyclists and pedestrians? (Planning and Transpiration Committee) This question could be tailored to other committees. 20. Community demographics and technology are constantly changing. What do you think are the principal issues the [Committee Name] may be addressing over the next few years? 21. What historical features or structures in our community do you think are at risk? What course can the City take to preserve them? 22. What factors would influence your recommendation to preserve a particular building or site (Historic Resources Board)? 23. Evaluate the quality and adequacy of the housing programs that serve the City of Palo Alto? 24. Evaluate the quality and availability of the human services programs that serve the City of Palo Alto? 25. Community demographics are constantly changing. What do you think are the principal issues the Parks and Recreation Commission may be addressing over the next few years? 26. Please describe your experience and responsibilities in the administration of employee discipline (Human Relations Commission). 27. Please describe your experience and responsibilities in the administration of public/employee grievances (Human Relations Commissions). 28. (Planning and Transportation Commission) Palo Alto has limited vacant land for new development. This could increase pressure for redevelopment of existing developed areas. How can planning respond to these situations? 29. (Planning) Planning Commissioners are often asked to consider social, economic and environmental issues when reviewing proposals. How does one achieve a balanced community? 30. How many meetings have you attended of the Commission or Committee for which you are now applying? 31. Why did you attend the meeting (e.g., personal interest, specific issue being addressed, etc.)? 32. What particular area of responsibility on this commission or committee interests you? 33. What particular skills or abilities or background do you feel you would bring to this position? ATTACHMENT B ID# 3190 P&S Item No. 1 34. I have sufficient time to dedicate to the responsibility of being on this committee or commission and plan to attend the required meetings if I am appointed to fill a vacancy (have sign). Disclaimer, have them sign. 35. Describe your understanding of the responsibilities of the commission that you are applying for and how your personal, community or professional experience relate to these responsibilities. 36. Describe why you want to serve on this commission and what you hope to accomplish as a member. 37. What particular skills, interest or experience would you bring to the committee or commission for which you applying, if you were selected? 38. Have you reviewed the minutes of the past meetings of the body on which you wish to serve? 39. Have you spoken with any current or former members of the body on which you wish to serve about service on that body? 40. How did you find out about the opportunity to serve on this board or commission? 41. Explain why you want to be appointed to the board or commission for which you are applying and why you think you are qualified. 42. List any qualifications (work experience, education, attributes and training) which you feel would provide positive input to the work of the commission and the reason why you are interested in being appointed. 43. Do you have relatives or members of your household who are employed by the City of Palo Alto who are currently serving on a City commission? 44. What is your involvement in community activities, volunteer & civic organizations? 45. What particular skills, abilities or background do you feel you would bring to this commission? 46. How do you view the role of commission member? 47. What would you bring by way of perspective or experience to this board or commission? 48. Have you received any special awards or recognitions have you received? 49. Please provide any other information which you feel would be useful to the city of Palo Alto in reviewing your application. 50. What do you think the most important roles are for the community for the board for which you are applying? 51. Please list former and current activities and accomplishment in the community- school groups, neighborhood events, service clubs, other boards and commissions. ATTACHMENT B ID# 3190 P&S Item No. 1 52. What are some of the problems and challenges facing (libraries, recreation, planning, etc.)? 53. What is it about his Commission that interests you? 54. What background or experience do you have with architecture, historic preservation or local/cultural history, etc.? 55. What do you feel the City’s goals and objectives should be for historic preservation? 56. Serving on the Heritage Preservation Commission requires that members be able to spend time outside of the regular meetings on special assignments and training, which could include travel within and outside of the City. Would you be able to meeting these requirements? 57. What do you consider to be the primary duties and objectives of the Historic Resources Board? What objectives would you like the Commission to pursue? 58. How would you see your role as a Board member when making recommendations and working with the Council and the Library, architectural planning groups, etc. 59. What would you consider to be the major or minor issues facing the community, with regard to the committee for which you are applying? 60. On matters related to parks and recreation (or list other name of commission), how do you anticipate serving as a conduit between the public and the City Council and effectively communicating interests or concerns between these two groups? 61. (Planning) Retaining the character of the City in the midst of a growing metropolitan region is a goal of great importance to Palo Alto residents. What steps do you think the City should take to achieve this important goal? 62. (Planning) Should an applicant be allowed to build a new structure that maximizes the height and floor area allowed in zoning district? 63. (Planning) How do you feel about construction of two-story homes in single family neighborhoods? 64. (Planning) How do you envision a Village being developed? 65. Do you consider existing mix of permitted and conditional uses stated in our zoning code to be appropriate? 66. (Transportation) What do you think to be the major traffic safety issues facing the City? 67. What professional licenses or registrations do you currently have? 68. Are there any special interests or activities that you wish to bring to the attention of the city council? ATTACHMENT B ID# 3190 P&S Item No. 1 69. Do you have any obligations that might affect your regular attendance at scheduled evening meetings? Explain. 70. Please provide any additional comments that you may wish to make about yourself or the position being sought. 71. Explain the order of judicial appointment, beginning with boards and commissions to the president. 72. Are you currently an employee of the City of Palo Alto? 73. Are you a current resident of the city of Palo Alto? How long have you resided in Palo Alto/Santa Clara County? 74. Do you read the newspaper/are you aware of current events for local, state, federal, and global levels? Explain how some current events could affect the committee for which you are applying. 75. Do you or any organization or association that you may represent provide services to Palo Alto? If yes, do you or the organization or association receive Palo Alto funds? Explain. 76. Submit a personal history statement which outlines your qualifications for this position. 77. What programs/projects in the community would you like to see improved/implemented and how would you approach improvement/implementation of that project in your community? 78. How do resolve conflicts? How do you handle a situation for which you do not agree with someone, especially if you feel really strongly about a certain issue? 79. What is your understanding of the (state the name of the board or commission for which the person is applying). 80. What involvement did you have in community concerns before you decided you wanted to be a board or commission member? 81. What ideas to have regarding budget issues throughout the community? 82. Please list three issues facing the City that you feel the Commission/Board should address. 83. (Historic Resources Board) What is the purpose of the historic preservation in Palo Alto and what is the role of the HRB in achieving that purpose? 84. (HRB) Please explain your prior experience with historic preservation with the Palo Alto public planning processes, and in working with the City or other public agency staff. 85. (HRB) What is the relationship between historic preservation and economic development? ATTACHMENT B ID# 3190 P&S Item No. 1 86. Considering your experience and activities in business, labor, professional, social, or other organizations, indicate the experience, technical training, and/or skills which qualify you for appointment to this Commission. 87. (ARB) Describe recent Palo Alto arts activities you have participated in during the last twelve months (up to five activities) and what drew you to attend. 88. (ARB) Describe the ways in which you believe the arts bring value to the general community. 89. (ARB) Should the City of Palo Alto have an active role in arts and cultural development? If so, in what ways and why? 90. (ARB) How can you contribute to advising City Council on policy and programs related to cultural development in Palo Alto? 91. (Parks and Rec.) What is your understanding of the Parks and Recreation Commission? Please list three issues facing the City that you feel the Commission should address. Considering your experience and activities in business, labor, professional, social, or other organizations, indicate the experience, technical training, and/or skills which qualify you for an appointment to this commission. 92. How would you describe your relation with our government? ATTACHMENT C ID# 3190 P&S Item No. 1 COMMENTS from BOARDS & COMMISSIONS CHAIRS and VICE CHAIRS Staff asked the Boards and Commissions Chairs, Vice Chairs, and Staff Liaisons if they had any suggestions for updating the applications Mark Michael, P&TC 1) Examples of past experiences relevant to a commission 2) Willingness to operate within the procedural rules of the commission 3) Enthusiasm to come up to speed on the priorities and objectives of the commission (e.g., “tell us which current issue or issues facing the commission is of particular interest to you?) 4) What unique contribution could you make to the commission if you were selected? 5) Past experience with public service or volunteering 6) Are there any recent decisions by the commission that you would have decided differently? 7) Are there any issues that you consider to be particularly important for the commission to study? 8) What factors would you weigh most heavily in setting priorities for the commission? Jill O’Nan, HRC 1) Questions that pertain to whether the applicant is on time or has a difficulty with the time commitment requirements. Eduardo Martinez, P&TC 1) As the only architect currently on the Planning Commission, when they used to have three, he would like to see criteria requiring a percentage of architects on the commission. Elise DeMarzo, PAC 1) What arts affiliations, memberships or arts publications do you have or subscribe to – if any? 2) What is the role of public art in the City? 3) What examples of successful public art can you think of (here or elsewhere) and why do you consider those successful? ATTACHMENT C ID# 3190 P&S Item No. 1 Theivania Palaniappan, LAC 1) What can be done to make people want to take on these positions? 2) What can the Council do to make the positions attractive to the community? 3) How can the Council support these volunteers? Staff asked the Boards and Commissions Chairs, Vice Chairs, and Staff Liaisons if there was any information that may have been helpful for you to know when you were an applicant Mark Michael, P&TC 1) He mentioned previous training including: budget, the Comprehensive Plan, compliance with the Brown Act, Public Works, parks, facilities, public safety, streets and sidewalks, and organization of the City Staff. 2) New Planning Commissioners receive an orientation that includes a large box of materials for training or reference. 3) He thought it would be good for applicants to be familiar with the contents of said box and that they be committed to the material. Jill O’Nan, HRC 1) Staff said the time commitment subject on the application might be misleading because it says the commission meets once a month but it might be more. 2) Additionally, much of the commission’s work is done in subcommittees. Applicants may have to attend additional meetings and do legwork outside of the official monthly meeting. Eduardo Martinez, P&TC No Comment Elise DeMarzo, PAC 1) Public Art is different from curating in a gallery or a personal collection. 2) Many of the applicants come from corporate backgrounds – they should understand that things tend to move more slowly to ensure that they are in compliance with the Brown Act. 3) She wished there was a Brown Act boot-camp. 4) She suggested having new comers watch a Brown Act video or something to that effect. Theivanai Palaniappan, LAC ATTACHMENT C ID# 3190 P&S Item No. 1 No Comment Staff asked the Boards and Commissions Chairs, Vice Chairs, and Staff Liaisons if they knew of any groups that the City could contact or utilize for recruitment opportunities Mark Michael, P&TC 1) He suggested people experienced in neighborhood associations or awareness of neighborhood impact and objectives. 2) Any business or professional organization with a nexus to Palo Alto: Financial Executives Institute, Tax Executives Institute, National Venture Capital Organization, Silicon Valley Association of General Counsels, Silicon Valley Leadership Group, AIA, Technet, and local chapters of groups like the National Association of Corporate Directors. Jill O’Nan, HRC No Comment Eduardo Martinez, P&TC 1) He suggested the City contact all architectural firms in Palo Alto, Menlo Park, and Mountain View and inquire whether members of their firms lived in Palo Alto and encourage them to apply to the P&TC. Elise DeMarzo, PAC No Comment Theivanai Palaniappan, LAC No Comment Staff asked the Boards and Commissions Chairs, Vice Chairs, and Staff Liaisons if they could name any groups, documents, or applications that candidates should be asked about? For Example: Planning and Transportation Commissioners should have some knowledge of CEQA Mark Michael, P&TC 1) CEQA was in the process of being revised, but it was definitely a P&TC subject matter area as was zoning, and the Comprehensive Plan. 2) There were a number of plans or studies like the Rail Corridor Study and the Bicycle Pedestrian Master Plan applicants should eb familiar with. ATTACHMENT C ID# 3190 P&S Item No. 1 3) In connection with the IBRC’s analysis of the Municpal Services Center, the committee referenced to the Baylands Master Plan. 4) The final report of the IBRC might even be relevant for them to be knowledgeable in. 5) Various ABAG reports about economic projections and regional housing needs, the Stanford Development Agreement, and any developments affecting high Speed Rail or the future of the Cubberley Community Center. Jill O’Nan, HRC No Comment Eduardo Martinez, P&TC No Comment Elise DeMarzo, PAC No Comment Theivanai Palaniappan, LAC No Comment BOARDS AND COMMISSIONS RECRUITING PRACTICES SURVEY What time of year do you recruit? Do you take applications Are the applications specifically What m~thods due you use to advertise Do you use social media? year round? tailored for each recruitment? vacancies? tNhich IS the most/least successful? If so how? Additional Comments , c Ali terms expire in December. Failure to Not at this time, but the City CITY OF FREMONT meet attendance requirements and Yes General application, with Post on the front of the building and on the Clerk's is looking to launch Mayor nominates a candidate at a Council Meetihg 510-284-4060 voluntary withdrawls do create vacancies supplemental questions as needed website. facebook and twitter by the and the Candidate must be confirmed by the Council. that are filied throughout the year end of the year. Publish on website, in newspaper, mail to CITY OF MOUNTAIN VIEW Ali terms expire in Decemeber. Vacancies Yes General application residences, place scroli at bottom of screen during Have accounts, but do not 650-903-6304 are filled throughout the year. commercials on local tv station, email to Chamber of use them Commerce and Downtown Business Association. CITY OF REDWOOD CITY Year round. Committees have staggered Publish on website, news releases, banners, (650) 780-7220 terms, recruitment begins three months in Yes, and kept on file for General application newspaper adds, email blasts, Council Meeting No advance one year. announcement, and announcements in other local publications .. CITY OF SANTA CLARA Ali terms expire in June. Vacancies are Announcement on Channel 15, news release to Although ali applications eventually end up at the (408) 615-2220 filled throug!1out the year. No General application email list/mailing list, City published newspaper, No Clerk's office, but several different departments Council Meeting announcement (including CMO) handle recruitments. Yes, but interviews are No, but the City Clerk does They hold an annual open house as a way for the CITY OF HAYWARD Most vacancies are filled at the same time generally held in June for General application, with Newspapers, post flyers at libraries and City Hall maintain a blog (current City public to learn about different Boards and (510)583-4000 of year. ali vacancies. supplemental questions as needed events and recruitment Commsions. All current members are invited to information ). attend to answer questions. They have a 45 min training video as mandatory Don't usually advertise. It is the responsibility of the training for ali Commission Chairs and Vice-Chairs CITY OF BERKELEY Year round/staggered recruitments. 8 year General Application, and several Chair/Commission Members to recruit applicants. recornmended for all). Reviews Commission Yes specialized applications for City Clerk publishes informational materials on No policies/procedures and conflicts on interest. Also (510) 981-6900 term limits. different advisory bodies website, receive, and circulates applications to Staff posted online for the public to view. Video was and Council. prouduced by a local cable channel (for a cost), but was written by and features staff members. Council recently changed the policy so that Email distribution list, newspapers, send Going to begin mailing vacancy announcements to a CITY OF MENLO PARK random selection of all registered voters (3 or 4 650-330-6620 all recruiting will soon be done during the Yes General Application, with announcement to Chamber of Commerce and No people from each neighborhood -total 50-60). They first 3 months of the year, for supplemental questions as needed service organizations, Council Meeting put the voter roll into an excel database and selected apppointments in April. announcment. at random. Yes. Applications are CITY OF LOS ALTOS HILLS presented to Council as (650) 941-7222 Year round they are submitted (for General application Webs.ite, legal notice in the newspaper, No those advisory bodies announcement in the town newsletter which have a current vacancy). Year round. Vacancies are filied CITY OF SUNNYVALE throughout the year. They have one major Yes, and kept on file for (408) 730-7483 advertising period in the Spring for General application Summer appointments (all terms end in one year. June). Palo Alto Municipal Code Chapter 2.16 BOARDS AND COMMISSIONS GENERALLY Sections: 2.16.010 Vacancies. 2.16.015 Temporary vacancies. 2.16.020 Removal. 2.16.030 Compensation -Expense allowance. 2.16.040 Financial interest of board members and commissioners in contracts. 2.16.050 Ex officio members. 2.16.060 Manner of appointment. 2.16.010 Vacancies. Any vacancy occurring in the membership of any board or commission shall be filled for the remainder of the unexpired term in the manner providing for the original appointment. (Ord, 2146 (part), 1963: prior code § 2.250.1) 2.16.015. Temporary vacancies. A member of a board or commission may be granted a leave of absence by the city council, and a. temporary vacancy thereupon shall exist for the period of such leave of absence. During the period of such temporary vacancy, the city council may fill such vacancy by a temporary appointment to the board or commission; provided, however, that the period of such temporary appointment shall not exceed the period of the temporary vacancy. At the expiration of such a leave of absence so granted, the member of the board or commission automatically shall resume full and permanent membership on the board or comrrnSSlOn. (Ord. 3162 § 1, 1979) 2.16.020 Removal. The appointing authority may remove any member with the approval of the council. http://www.amlegal.comlalpscripts/get-content.aspx 12/5/2012 Page 2 of2 (Ord. 2146 (part), 1963: prior code § 2.250.2) 2.16.030 Compensation -Expense allowance. All members of boards and commissions shall serve without compensation as members thereof. The city council, by r~solution, may establish an expense allowance schedule at fIxed periodic rates for any or all boards and commissions, based upon estimated expenditures by the members of a particular board or commission over an extended period of time, to reimburse such members for expenses incurred in their service as members thereof. (Ord. 2747 § 2, 1973: Ord. 2146 (part), 1963: prior code § 2.250.3) 2.16.040 Financial interest of board members and commissioners in contracts. No member of any city board or commission shall be fInancially interested in, or a party to, any contract entered into by the city. This section shall not apply to remote interests, or other exempt interests, as defIned in Government Code Sections 1090, et seq. or as otherwise determined by the city attorney, provided that such interest is disclosed and the member refrains from participating in any action relating to the contract. (Ord. 4347 § 1, 1996) 2.16.050 Ex officio members. Ex officio members provided for by the Charter or ordinances of the city shall not be entitled to vote on matters before their respective boards and commissions. (Ord. 2146 (part), 1963: prior code § 2.250.5) 2.16.060 Manner of appointment. Following the notifIcation of vacancy or pending vacancy on any board or commission, the city clerk shall advertise the same in a: newspaper of general circulation in the city, including the council agenda digest, one time within two weeks. (Ord. 5090 § 10,2010) Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.am1egal.comlalpscripts/get-content.aspx 1215/2012 Sections: Palo Alto Municipal Code Chapter 2.21 ARCHITECTURAL REVIEW BOARD 2.21.010 Architectural review board. 2.21.020 Manner of appointment. 2.21.030 Procedures of the architectural review board. 2.21.040 Duties of the architectural review board. 2.21.010 Architectural review board. Page 1 of2 There is created an architectural review board consisting of five persons, at least three of whom shall. .. be architects, landscape architects, building designers or other design professionals. Each member of the architectural review board shall be appointed by the city council and shall serve, commencing on the first day of October, for a term of three years or until his or her successor is appointed and takes office. The architectural review board shall have the powers and duties specified in this chapter, and shall comply with $e procedures specified iIi this chapter. (Ord. 4826 § 2 (Exh.l (part», 2004) 2.21.020 Manner of appointment. In filling vacancies on the architectural review board, the following procedures shall be followed by the city council: (a) Following notification of vacancy on the architectural review board, the city clerk shall advertise the same in a newspaper of general circulation in the city, including the council agenda digest, in accordance with Section 2.16.060; (b) Written nominations and applications shall be submitted to the city clerk within such time period, to be forwarded to the city council for its consideration. Notwithstanding the foregoing, if the nomination or application of an incumbent board member is not submitted to the city clerk within the period specified above, the period shall be extended for an additional five days during which the city clerk shall accept written nominations and applications of non-incumbents; (c) The city council shall review all nominations and applications and conduct such interviews as it deems necessary prior to selection; and (d) Final selection and appointment shall be made by the city council at a regular city council http://www.am1ega1.comlalpscripts/get-content.aspx 1215/2012 Page 2 of2 meeting after the period for submittal of nominations and applications has expired. (Ord. 5090 § 4, 2010: Ord. 5018 § 2,2008: Ord. 4826 § 2(Exh. 1 (part»,2004) 2.21.030 Procedures of the architectural review board. The architectural review board shall meet at least monthly and shall prescribe bylaws, forms, applications, rules and regulations for the conduct of its business. All meetings of the architectural review board shall be open to the public. The architectural review board shall send a report, not less than once a year, to the planning commission and city council for the purpose of communicating the concerns of the board with respect to the city's plans, policies, ordinances and procedures as these affect the projects which the board reviews. (Ord. 4826 § 2 (Exh. 1 (part», 2004) 2~21.040 Duties of the architectural review board. The duty of the architectural review board is to perform all dutie-s required of it by Title 16 (Building Regulations), Title 18 (Zoning), and any other applicable sections of this code. In addition, the director of planning and community environment and the city council may request the opinion of the architectural review board on other architectural matters. (Ord. 4826 § 2 (Exh. 1 (part», 2004) Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 1 of 10 Sections: Palo Alto Municipal Code Chapter 16.49 HISTORIC PRESERVATION* 16.49.010 Purpose. 16.49.020 Definitions. 16.49.030 Historic resources board. 16.49.040 Designation of historic structures/sites. 16.49.050 Exterior alteration of historic structures. 16.49.060 Demolition of significant buildings in the downtown area. 16.49.070 Demolition of contributing buildings in the downtown area and significant buildings other than in the downtown area. 16.49.080 Maintenance of historic structures in the downtown area. 16.49.090 Enforcement. 16.49.100 Severability. * Editor's Note: Prior ordinance history: Ordinance Nos. 3197, 3243, 3333 and 3523. 16.49.010 Purpose. It is found that the . protection, enhancement, perpetuation and use of structures, districts and neighborhoods of historical and architectural significance located within the city are of cultural and aesthetic benefit to the community. It is further found that the economic, cultural and aesthetic standing of this city will be enhanced by respecting the heritage of the city. The purposes of this chapter are to: (a) Designate, preserve, protect, enhance and perpetuate those historic structures, districts and neighborhoods which contribute to the cultural and aesthetic heritage of Palo Alto; (b) Foster civic pride in the beauty and accomplishments of the past; (c) Stabilize and improve the economic value of certain historic structures, districts and neighborhoods; (d) Develop and maintain appropriate settings for such structures; http://www.am1egal.comlalpscripts/get-content.aspx 12/5/2012 Page 2 ofl0 (e) Enrich the educational and cultural dimensions of human life by serving aesthetic as well as material needs and fostering knowledge of the living heritage of the past; (f) Enhance the visual and aesthetic character, diversity and interest of the city; (g) Establish special requirements so as to assure the preservation and the satisfactory maintenance of significant historic structures within the downtown area. (Ord. 3721 § 1 (part), 1986) 16.49.020 Dermitions. Throughout this chapter, the following definitions shall apply: (a) "Downtown area" means that area of the University Avenue business district subject to Chapter 18.48 of Title 18 of the Palo Alto Municipal Code (the Zoning Code) and all zones within the geographical boundaries shown on the maps incorporated into Chapter 18.48, including planned community and public facility districts. (b) "Historic categories" means those categories established to defme and categorize the historic structures/sites on the historic inventory. Those categories are as follows: Category 1: "Exceptional building" means any building or group of buildings of preeminent national or state importance, meritorious work of the best archi!ects or an outstanding example of the stylistic development of architecture in the United States. An exceptional building has had either no exterior modifications or such minor ones that the overall appearance of the building is in its original character. Category 2: "Major building" means any building or group of buildings of major regional importance, meritorious works of the best architects or an outstanding example of an architectural style or the stylistic development of architecture in the state or region. A major building may have some exterior modifications, but the original character is retained. Category 3 or 4: "Contributing building" means any building or group of buildings which are good local examples of architectural styles and which relate to the character of a neighborhood grouping in scale, materials, proportion or other factors. A contributing building may have had extensive or permanent changes made to the original design, such as inappropriate additions, extensive removal of architectural details, or wooden facades resurfaced in asbestos or stucco. (c) "Historic district" means a collection of buildings in a geographically definable area possessing a significant concentration or continuity of buildings unified by past events, or aesthetically by plan or physical development. A district should have integrity of design, setting, materials, workmanship and association. The collective value of a historic district taken together may be greater than the value of each individual building. All structures/sites within a historic district are categorized as significant on the historic inventory. (d) "Historic inventory" means the current edition of the Palo Alto Historical and Architectural Resources Report and Inventory, and the master list of categories for those structures or sites. (e) "Historic structure/site" means any structure or site within the city which has been identified as http://www.amlegal.comlalpscripts/get-content.aspx 12/5/2012 Page 3 of 10 having historic or architectural significance and has been placed on the historic inventory of the city of Palo Alto, including structures and sites within categories 1, 2, 3 or 4, and all structures within historic districts. (t) "Significant building" means any building, group of buildings or site categorized on the historic inventory as number one or number two and all structures within historic districts. (Ord.3721 § 1 (part), 1986) 16.49.030 Historic resources board. (a) Composition. The historic resources board shall be composed of seven members appointed by the city council and serving without pay. Members shall have demonstrated interest in and knowledge of history, architecture or historic preservation. One member shall be an owner/occupant of a category 1 or 2 historic structure, or of a struc~e in a historic district; three members shall be architects, landscape architects, building designers or other design professionals and at least one member shall possess academic education or practical experience in history or a related field. (b) Terms of Office. Members shall serve for terms of three years and until their respective successors are appointed. Terms shall be staggered so that three positions are refilled one year, and four positions are refilled two years later. Commencing on October 21, 1991, there shall be one member whose term expires May 31, 1992, and one member whose term expires May 31, 1994. Subsequent appointments shall be made for terms of three years, or until their successors are appointed. Terms of office commence June 1. (c) Appointment. In filling vacancies on the historic resources board, the following procedures shall be followed by the city council: (1) Following notification of vacancy or pending vacancy on the historic resources board, the city clerk shall advertise the same in a newspaper of general circulation in the ,city, including the council agenda digest, in accordance with Section 2.16.060; (2) Written nominations and applications shall be submitted to the city clerk within one week of the date of the last notice to be forwarded to the city council for its consideration. Notwithstanding the foregoing, if the nomination or application ofan incumbent board member is not submitted to the city clerk within the period specified above, the period shall be extended for an additional five days during which the city clerk shall accept written nominations and applications of non-incumbents; (3) The Palo Alto Historic Association shall be given notice of vacancies on the board and shall be encouraged to have its members submit applications; (4) The city council shall review all nominations and applications, and conduct such interviews as it deems necessary prior to selections; and (5) Final selection and appointment shall be made by the city council at a regular city council meeting after the period for submittal of nominations and applications has expired; (d) Organization. The board shall hold meetings twice monthly or at the pleasure of the chairperson, and shall establish such rules as may be appropriate and necessary for the orderly conduct http://www.amlegal.comlalpscripts/get-content.aspx 12/5/2012 Page 4 of 10 of its business. The board shall elect a chairperson and a vice chairperson from its membership who shall serve in such capacity for terms of one year each. The chairperson shall preside over meetings of the board, and in the absence or disability of the chairperson, the vice chairperson shall perform the duties of the chairperson. Four members shall constitute a quorum and decisions of the board shall be determined by majority vote of those members present at the meeting. Action minutes shall be kept by the board; and (e) Duties. It is the duty of the historic resources board to: (1) Render advice and guidance to a property owner upon the owner's application for alteration of any historic single-family or duplex building in the downtown area and any such building designated as significant elsewhere in the city; (2) Inform the architectural review board of the historical and/or architectural significance of historic commercial and multiple-family structures in the downtown area and any such buildings designated as significant elsewhere in the city that are under review by the architectural review board. Submit recommendations to the architectural review board regarding proposed exterior alterations of such historic structures; (3) Recommend to the council the designation of additional buildings and districts as historic; (4) Research available information and add historical information to the inventory sheets of historic structures/sites. This inventory is maintained in the department of planning and community environment; and (5) Perform such other functions as may be delegated from time to time to the historic resources board by the city council. (Ord. 5090 § 9,2010: Ord. 5018 § 3,2008: Ord. 4047 §§ 1-3, 1991: Ord. 3876 § 1, 1989: Ord. 3721 § 1 (part), 1986) 16.49.040 Designation of historic structures/sites. (a) Procedure for Designation of Historic Structures/Sites or Districts. Any individual or group may propose designation as a historic structure/site or district. Such proposals shall be reviewed by the historic resources board, which will make its recommendation to the council. Designation of a historic structure/site or district must be approved by the city council. The procedure for such designation is as follows: (1) Any proposal for designation shall be filed with the department of planning and community environment and shall include the following data: (A) The address and assessor's parcel number of the site or boundaries of the proposed district; . (B) A description detailing the structure/site or district's special a~sthetic, cultural, architectural, or engineering interest or value of a historic nature; (C) A description of the historical value of the structure/site or district; http://www.amlegal.comlalpscripts/get-content.aspx 12/5/2012 Page 5 of10 (D) A description of the current condition of and any known threats to the structure/site or district; (E) What restoration, if any, would be necessary to return the structure/site or district to its original appearance; (F) Sketches, drawings, photographs or other descriptive material; (G) Other supporting information. (2) Each proposal shall be considered by the historic resources board at a public hearing within sixty days of the receipt of the proposal. In any case where an application for a planning or building permit affecting the exterior of a building is pending concurrently with a proposal for designation, the recommendation of the historic resources board shall be made within twenty days of receipt of the proposal. (3) Notice of the time, place and purpose of the hearing shall be given at least twelve days prior to the date of the hearing by publication at least once in a newspaper of general circulation, or by mail to the applicant, to the owner or owners of the property, and to the owners of property within three hundred feet of the site. (4) The historic resources board shall recommend to the city council approval, disapproval or modification of an application for designation. (5) The city council may approve, disapprove or modify a recommendation for designation and, in any case where an application for a planning or building permit is pending concurrently with the proposal for designation, such decision shall be made within thirty days of the recommendation, if any, of the historic resources board. (6) After approval of the designation of a structure/site or district, the city clerk shall send to the owners of the property so design~d, by mail, a letter outlining the basis for such designation and the regulations which result from such designation. Notice of this designation shall also be filed in the building department and the department of planning and community environment files. (b) ,Criteria for Designation. The following criteria, along with the definitions of historic categories and districts in Section 16.49.020, shall be used as criteria for designating additional historic structures/sites or districts to the historic inventory: (1) The structure or site is identified with the lives of historic people or with important events in the city, state or nation; (2) The structure or site is particularly representative of an architectural style or way of life important to the city, state or nation; (3) The structure or site is an example of a type of building which was once common, but is now rare; (4) The structure or site is connected with a business or use which was once common, but is now rare; (5) The architect or building was important; http://www.amlegal.comlalpscripts/get-content.aspx 12/5/2012 Page 6 oflO (6) The structure or site contains elements demonstrating outstanding attention to architectural design, detail, materials or craftsmanship. (Ord. 3721 § 1 (part), 1986) 16.49.050 Exterior alteration of historic structures. (a) Review Process. All applications for a building permit for exterior alteration to any historic structure/site in the downtown area or a significant building elsewhere in the city, new construction on a parcel where there is currently a historic structure in the downtown area or a significant building elsewhere in the city, or such application for construction within a historic district shall be reviewed as follows: (1) Review Bodies. (A) Architectural review approval pursuant to Chapter 18.76 (Permits and Approvals) is required for any historic structure/site in the downtown area and any significant structure/site elsewhere in the city, other than single-family and duplex residences. The architectural review board shall refer applications to the historic resources board for a recommendation on the proposed alteration of the structure. (B) The historic resources board shall review applications involving single-family and duplex residences which are historic structures/sites in the downtown area or which are significant buildings elsewhere in the city. Compliance of the property owner with the recommendations shall be voluntary, not mandatory. (C) The planning staff may review and approve minor exterior alterations pursuant to guidelines which the historic resources board may adopt. Minor exterior alterations are those alterations which the director of planning and community environment or hislher designee determines will not adversely affect the exterior architectural characteristics nor the historical or aesthetic value of the historic structure, its site or surroundings. (2) Time Limit. Recommendations of the historic resources board on alterations to a historic single-family or duplex residence shall be rendered within thirty days of the date of referral by the architectural review board or the chief building official. Failure to provide a recommendation within the tim~ limit shall cause an application for a commercial or multiple-family use to be returned to the architectural review board, and a single-family or duplex application to be forwarded to the chief building official for consideration of issuance of a building permit. (b) Standards of Review. In evaluating applications, the review bodies shall consider the architectural style, design, arrangement, texture, materials and color, and any other pertinent factors. The prime concern should be the exterior appearance of the building site. (1) On buildings not in a historical district, the proposed alterations should not adversely affect the exterior architectural characteristics nor the historical or aesthetic value of the building and its site. (2) In historic districts, the proposed alterations should not adversely affect: (A) The exterior architectural characteristics nor the historical, architectural or aesthetic value of http://www.amlegal.comlalpscripts/ get-content.aspx 12/5/2012 the building and its site; or (B) The relationship of the building, in terms of harmony and appropriateness, with its surroundings, including neighborhood structures; Page 7 of 10 (C) Appeals. Any interested party may appeal to the city council the decision of the architectural review board not to recommend approval of an application for a building permit to alter the exterior of any historic structure in the downtown area, or a significant structure elsewhere in the city or in a historic district. Such appeal shall be processed in accordance with Chapter 18.78 (Appeals). (Ord. 4826 §§ 22,23,2004: Ord. 3721 § 1 (part), 1986) 16.49.060 Demolition of significant buildings in the downtown area. (a) Permit and Findings. No permit shall be issued to demolish or cause to be demolished all or any part of a significant building in the downtown area unless: (1) The city council determines that under the historic designation, taking into account the current market value, the value of transferable development rights, and the costs of rehabilitation to meet the requirements of the building code or other city, state or federal laws, the property retains no reasonable economic use; or / (2) The chief building official or the fire chief, after consultation, to the extent feasible, with the departnient of planning and community environment, determines that an imminent safety hazard exists and that demolition of the building is the only feasible means to secure the public safety; or (3) The city council determines that demolition of the building will not have a significant effect on the achievement of the purposes of this chapter. (b) Application for a Permit to Demolish. An application for a permit to demolish any significant . building in the downtown area shall comply with Chapter 16.04 of the Palo Alto Municipal Code. In addition to the contents specified under Chapter 16.04, any application for a permit to aemolish a significant building in the downtown area, on the grounds specified in Section 16.49.060(a)(1), shall contain any appropriate and relevant economic information which will enable the council to make the necessary determination. (c) Review of Application. (1) Historic Resources Board. Applications which are accepted as complete for a permit to demolish a significant building in the downtown area on the grounds specified in Section 16.49.060(a) (1) or (3) shall be placed on the agenda of the historic resources board for hearing and recommendation. If the historic resources board does not act on the application within thirty days of referral to it, the city council may proceed without a recommendation from the historic resources board. (2) City Council Hearing and Decision. Any application for permit to demolish a significant building in the downtown area on the grounds specified in Section 16.49.060(a)(I) or (3) shall be heard by the city council. Notice shall be given by mailed notice to all owners of property immediately adjacent to the property that is the subject of the application, and by publication at least once in a local newspaper of general circulation. The applicant shall have the burden of establishing that the criteria set http://www.amlegal.comlalpscripts/get-content.aspx . 1215/2012 Page 80f10 forth in Section 16.49.060(a)(1) or (3) has been met. The council may approve, disapprove or approve the application with conditions, and shall make findings relating its decision to the standards set forth in Section 16,49.060(a). The decision of the council shall be rendered within thirty days from the date of the conclusion of the hearing. (d) Permit to Move a Significant Building in the Downtown Area or in a Historic District. In reviewing an application for a permit to demolish a significant building in the downtown area or in a historic district on the grounds specified in Section 16.49.060(a)(1) or (3), the historic resources board may decide that the building may be moved without destroying its historic or architectural integrity and importance, and may recommend to the city council that the demolition permit be denied, but that a permit to relocate be processed, pursuant to Chapter 16.32 of this code. In that case, the time limits and notice requirements of Section 16.49 .070( c) shall also be applicable. (Ord. 3721 § 1 (part), 1986) 16.49.070 Demolition of contributing buildings in the downtown area and significant buildings other than in the downtown area. (a) Application and Moratorium. Any person wishing to demolish a contributing building in the downtown area or a significant building other than downtown shall file an application for a demolition permit in accordance with the procedures established by Chapter 16.04 of this code. With the application, the applicant shall submit one clear photograph of the front of the building and such other information as may be required by the chief building official in accordance with the requirements for the demolition permit. A copy of the application and photograph shall be forwarded to the city council as an information item in the next council packet. The chief building official may not take action on the application for sixty days following receipt of a completed application. (b) Referral to Architectural Review Board or Historical Resources Board. During the sixty-day . moratorium, the chief building official shall refer the application for a permit to demolish tp the architectural review board, in the case of all buildings other than single-family and duplex residences, fo~~eview and recommendation. The architectural review board shall refer the application to the historic resources board for recommendations on the historical and/or architectural significance of the building and the appropriate time for the moratorium. A demolition permit application for a single-family or duplex residence shall be referred to the historic resources board for recommendation. (c) Council Action. The architectural review board, the historic resources board, or any interested person may recommend that the council extend the moratorium. The council shall agendize such a request and may extend the sixty-day period for a period up to one year. In the case of an extended moratorium, the council, upon the recommendation of the historic resources board, may require that appropriate and reasonable public notice of the availability of the structure be provided by the applicant. (Ord. 3721 § 1 (part), 1986) 16.49.080 Maintenance of historic structures in the downtown area. The owner, lessee or other person legally in possession of a historic structure in the downtown area shall comply with all applicable codes, laws and regulations governing the maintenance of property. Additionally, it is the intent of this section to preserve from deliberate or inadvertent neglect the exterior http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 9 of 10 features of buildings designated as significant or contributory in the downtown area, and the interior portions thereof when such maintenance is necessary to prevent deterioration and decay of the exterior. All such buildings shall be preserved against such decay and deterioration, and shall remain free from structural defects through prompt corrections of any of the following defects: (a) Facades which may fall and injure members of the public or property; (b) Deteriorated or inadequate foundation, defective or deteriorated flooring or floor supports, deteriorated walls or other vertical structural supports; (c) Members of ceilings, roofs, ceiling and roofsupports or other horizontal members which sag, split or buckle due to defective material or deterioration; (d) Deteriorated or ineffective waterproofing of exterior walls, roofs, foundations or floors, including broken windows or doors; ( e) Defective or insufficient weather protection for exterior wall covering, including lack of paint or other protective covering; , (f) Any fault or defect in the building which renders it not properly watertight or structurally unsafe. (Ord. 3721 § 1 (part), 1986) 16.49.090 Enforcement. (a) Unlawful Alteration or Demolition. (1) Violation -Penalties. It is unlawful for a person or entity to demolish or cause to be demolished any significant building or portion thereof in the downtown area in violation of any of the provisions of this chapter. Any person or entity violating these provisions is guilty of a misdemeanor and, upon conviction of any such violation, such person shall be punishable by a fme of not more than one thousand dollars or by imprisonment for not more than six months, or by both such fme and imprisonment. (2) Civil Penalty. Any person or entity who demolishes a building or causes a demolition in violation of the provisions of this chapter may be liable civilly in a sum equal to the replacement value of the building or an amount in the court's discretion, not to exceed ten thousand dollars. (3) Injunctive Relief. The city attorney may maintain an action for injunctive relief to restrain a violation or cause, where possible, the complete or partial restoration, reconstruction, or replacement in kind of any building or site demoliShed, altered or partially demolished in violation of this chapter. (4) Restriction on Development. Alteration or demolition of a historic structure in violation of this chapter shall eliminate the eligibility of the structure's lot for any transfer of development rights, pursuant to the Palo Alto Comprehensive Plan, and such lot, if it is the site of an unlawfully demolished historic structure from which development rights have been transferred, shall not be developed in excess of the floor area ratio of the demolished structure for a period of twenty years from the unlawful demolition. A person or entity may be relieved of the penalties provided in this section if: (i) the http://www.amlegal.comlalpscripts/get-content.aspx 12/5/2012 Page 10 of 10 unlawful alteration or demolition did not constitute a major alteration, as determined by the chief building official, or (ii) as to an unlawful alteration, the person or entity restores the original distinguishing qualities and character of the building destroyed or altered. Such restoration must be undertaken pursuant to a valid building permit issued after a recommendation by the historic resources board and a finding by the city council that the proposed work will effect adequate restoration and can be done with a substantial degree of success. (b) Failure to Abide by Maintenance Reguhltions. (1) Abatement. The procedures set forth in Chapter 16.40 of the Palo Alto Municipal Code governing unsafe, dangerous or substandard buildings, whether in commercial or residential use, shall be applicable to any violations of Section 16.49.080. (2) Misdemeanor. It is unlawful for any person or entity to fail to maintain any building in the downtown area designated as significant or contributory in violation of Section 16.49.080. Any such violation constitutes a misdemeanor punishable as set forth in Section 16.49.090(a)(1) above. Each day o(violation constitutes a separate offense and may be separately punished. The chief building official and ordinance compliance inspector are authorized to exercise the authority in California Penal Code Section 836.5 and to issue citations for violation of Section 16.49.080. (3) Civil Penalty. Any person or entity who fails to maintain any building in the downtown area designated as significant or contributory in violation of Section 16.49.080 may be liable civilly in a sum not to exceed one thousand dollars. Each day of violation constitutes a separate offense for which a penalty may be assessed. ' (c) Remedies not Exclusive. The remedies provided by this section are not exclusive. (Ord. 3721 § 1 (part), 1986) 16.49.100 Severability. If any provision or clause of this chapter is held to be unconstitutional or otherwise invalid by any court of competent jurisdiction, such invalidity shall not affect other provisions of this chapter, and clauses of this chapter are declared to be severable. \ (Ord. 3721 § 1 (part), 1986) Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may. not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further inforniation regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.amlega1.comlalpscripts/get-content.aspx 12/5/2012 Page 1 of4 Palo Alto Municipal Code Chapter 2.22 HUMAN RELATIONS COMMISSION Sections: 2.22.010 Membership. 2.22.015 Manner of appointment. 2.22.020 Term of office. 2.22.030 Officers, meetings and procedures. 2.22.050 Jurisdiction. 2.22.060 Authority. 2.22.070 Liberal construction. 2.22.010 Membership. There is created a human relations commission composed of seven members who are not council members, officers or employees of the city, who are residents of the city, and who shall be appointed by the city council. (Ord. 2924 § 1, 1976: Ord. 2537 (part), 1969: Ord. 2485 § I (part), 1969) 2.22.015 Manner of appointment. In filling vacancies on the human relations commission the following procedures shall be followed by the city council: ' (a) Following notification of vacancy or pending vacancy on the human relations commission, the city clerk shall advertise the same in a newspaper of general circulation in the city, including the council agenda digest, in accordance with Section 2.16.060; (b) Written nominations and applications shall be submitted to the city clerk within such time period to be forwarded to the city council for its consideration. Notwithstanding the foregoing, if the nomination or application of an incumbent commission member is not submitted to the city clerk within the period specified above, the period shall be extended for an additional five days during which the city clerk shall accept written nominations and applications of non-incumbents; (c) The city council shall review all nominations and applications and conduct such interviews as it http://www.am1egal.com/alpscripts/get-content.aspx 12/5/2012 Page 2 of4 deems necessary prior to selections; and (d) Final selection and appointment shall be made by the city council at a regular city council meeting after the period for submittal of nominations and applicptions has expired. (Ord. 5090 § 5,2010: Ord. 5018 § 4, 2008: Ord. 3333 § 4, 1982: Ord. 2682 § 2, 1972) 2.22.020 Term of office. Commencing June 17, 1982, there shall be two members whose terms expire March 31, 1983, two members whose terms expire March 31, 1984, and three members whose terms expire March 31, 1985. Subsequent appointments shall be made for a term of three years, or until their successors are appointed. Terms of office commence on April 1st. (Ord. 3355, 1982: Ord. 2537 (part), 1969: Ord. 2485 § 1 (part), 1969) 2.22.030 Officers, meetings and procedures. (a) The commission shall elect one of its members chairman who shall hold office for one year and until his successor is elected unless his term as a member of the commission sooner expires. (b) The commission shall establish a regular time and place of meeting and shall hold at least one regular meeting a month. Special meetings may be called by the chairman or by any four members of the commission upon personal notice being given to all members or by written notice being mailed to each member twenty-four hours prior to such meeting unless such notice requirement is waived in writing. (c) Four of the seven members shall constitute a quorum and the affirmative votes of four members are required to take any action. (d) The commission may establish task forces for advisory and investigative purposes. The commission shall, by majority vote, appoint members of task forces, such task force members to be approved by the mayor. Members of the commission may be appointed as members of a task force. (Ord. 2537 (part), 1969: Ord. 2485 § 1 (part), 1969) 2.22.050 Jurisdiction. (a) The human relations commission has the discretion to act with respect to any human relations matter when the commission fmds that any person or group does not benefit fully from public or private opportunities or resources in the community, or is unfairly or differently treated due to factors of concern to the commission. (1) Public or private opportunities or resources in the community include, but are not limited to, those associated with ownership and rental of housing, employment, education and governmental services and benefits. http://www.am1egal.comlalpscripts/get-content.aspx 1215/2012 Page 3 of4 (2) Factors of concern to the commission include, but are not limited to, socioeconomic class or status, physical condition or handicap, married or unmarried state, emotional condition, intellectual ability,\age, sex, sexual preference, race, cultural characteristics, ethnic background, ancestry, citizenship, and religious, conscientious or philosophical belief. (b) The commission shall conduct such studies and undertake such responsibilities as the council may direct. (Ord. 2813 § 1, 1974: Ord. 2485 § 1 (part), 1969) 2.22.060 Authority. Upon making a finding pursuant to Section 2.22.050(a), the commission may act as follows: (a) To foster public awareness and understanding of human relations problems by any means of disseminating information including, but not limited to, educational programs and printed and electronic media; (b) To facilitate resolution of problems or improvement of ,(onditions within the jurisdiction of the commission by encouragement, persuasion and mediation and by pointing out private or public agencies which might provide assistance; (c) To make such studies which, in the judgment of the commission, might aid in affecting matters within the jurisdiction of the commission; (d) To recommend local legislation or other action to the council and to encourage the council to support or oppose state or federal legislation or regulation relating to matters within the jurisdiction of the commission; (e) To coordinate programs of the commission witli similar programs by private and public agencies and organizations; and (f) To recommend or oppose legislation other than that of the city, provided that the city council has not taken an official position with respect to such legislation, and provided further that any communication, whether oral or written, from the commission concerning such legislation clearly indicates that such recommendation or opposition is that of the commission and is not necessarily that of the city council. (Ord. 2924 § 2, 1976: Ord. 2813 § 2, 1974) 2.22.070 Liberal construction. The provisions of this chapter shall be liberally construed to effectuate the public purpose of fostering human relations. (Ord. 2813 § 3, 1974) plsclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 4 of4 Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 1 of3 Palo Alto Municipal Code Chapter 2.24 LIBRARY ADVISORY COMMISSION* Sections: 2.24.010 Membership. 2.24.020 Manner of appointment. 2.24.030 Term of office. 2.24.040 Officers. 2.24.050 Purpose and duties. 2.24.060 Meetings. * Editor's Note: Former Chapter 2.24, Board of Compensation Referees, previously codified at this point, was repealed in its entirety by Ordinance No. 4122. 2.24.010 Membership. There is created a library advisory commission composed of seven members who shall be appointed by and shall serve at the pleasure of the city council, but who shall not be councilmembers, officers or employees of the city of Palo Alto. Each member of the commission shall have a demonstrated interest in public library matters. All members of the commission shall at all times be residents of Palo Alto. (Ord. 4529 § 2 (part), 1998) 2.24.020 Manner of appointment. The following procedures shall be followed by the city council when filling vacancies on the library advisory 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, in accordance with Section 2.16.060; (b) Written nominations and applications shall be submitted to the city clerk within such time 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 shall be extended for an additional five days during which the city clerk shall accept the written nominations and applications of non-incumbents; http://www.am1ega1.comlalpscripts/get-content.aspx 1215/2012 Page 2 of3 (c) The city council shall review all nominations and applications and conduct such interviews as it deems necessary prior to selection; and (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 .. (Ord. 5090 § 7,2010: Ord. 5018 § 5,2008: Ord. 4529 § 2 (part), 1998) 2.24.030 Term of office. Except as hereinafter provided, the term of office of each library advisory commission member shall be three years or until his or her successor is appointed. Commencing January 1, 1999, 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. (Ord. 4529 § 2 (part), 1998) 2.24.040 Officers. Each year, at the first regular meeting of the library advisory commission, the commission shall nominate and elect one of its members as the chairperson. The chairperson shall 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. (Ord. 4529 § 2 (part), 1998) 2.24.050 Purpose and duties. (a) The purpose of the library advisory commission shall be to advise the city council on matters relating to the Palo Alto City Library, excluding daily administrative operations. (b) The commission shall have the following duties: (1) Advise the city council on planning and policy matters pertaining to: (A) The goals of and the services provided by the Palo Alto City Library. (B) The future delivery of services by the Palo Alto City Library. (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 library purposes. (D) The construction and renovation of capital facilities of the Palo Alto City Library. http://www.amlegaLcomialpscripts/get-content.aspx 1215/2012 Page 3 of3 (E) Joint action projects with other public or private information entities, including libraries. (2) Review state legislative proposals that may affect the operation of the Palo Alto City Library. (3) Review the city manager's proposed budget for capital improvements arid operations relating to the Palo Alto City Library, ~d thereafter forward any comments to one or more of the applicable committees of the city council. (4) . Provide advice upon such other matters as the city council may from time to time assign. (5) Receive , community input concerning the Palo Alto City Library. (6) Review and comment on fund-raising efforts on behalf of the Palo Alto City Library. The library advisory 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. (Ord. 4529 § 2 (part), 1998) 2.24.060 Meetings. (a) The library advisory 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. (Ord. 4529 § 2 (part), 1998) Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination of the official copy. The offiCial printed copy of a Code of Ordinances shoUld be consulted prior to any action being taken. For further information regarding the official version of any ofthis Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.am1egal.com/alpscripts/get-content.aspx 1215/2012 Page 1 of3 Palo Alto Municipal Code Chapter 2.25 PARKS AND RECREATION COMMISSION Sections: 2.25.010 Membership. 2.25.020 Manner of appointment. 2.25.030 Term of office. 2.25.040 Officers. 2.25.050 Purpose and duties. 2.25.060 Meetings. 2.25.010 Membership. There is created a parks and recreation commission composed of seven members who shall be appointed by and shall 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 all times be residents of Palo Alto. (Ord. 4587 § 2 (part), 1999) 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, in accordance with Section 2.16.060; (b) Written nominations and applications shall be submitted to the city clerk within such time 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 shall be extended for an additional five days during which the city clerk shall accept the written nominations and applications of non-incumbents; (c) The city council shall review all nominations and applications and conduct such interviews as it http://www.amlegal.com/alpscripts/ get-content.aspx . 12/5/2012 Page 2 of3 deems necessary prior to selection; and (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. (Ord. 5090 § 8,2010: Ord. 5018 § 6,2008: Ord. 4587 § 2 (part), 1999) 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 1,2000, 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. (Ord. 4587 § 2 (part), 1999) 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 shall hold office for one year and until his or her successor is elected, unless his or her term asa member of the commission expires earlier. (Ord. 4587 § 2 (part), 1999) 2.25.050 Purpose and duties . . (a) The purpose of the parks and recreation commission shall be.{o 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: (1) 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. http://www.amlegal.comlalpscripts/get-content.aspx 121512012 Page 3 of3 (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 golfdivision 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 council. (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. (Ord. 4587 § 2 (part), 1999) 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 o/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. (Ord. 4587 § 2 (part), 1999) Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination ofthe official copy. The offiCial printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation , techsupDort@amlegal.com 1.800.445.5588. http://wWw.am1egal.com/alpscripts/ get-content.aspx 12/5/2012 Page 10f3 Palo Alto Municipal Code Chapter 2.20 PLANNING AND TRANSPORTATION COMMISSION* Sections: 2.20.010 Membership. 2.20.015 Manner of appointment. 2.20.020 Term of office. 2.20.030 Officers. 2.20.040 Expiration of terms. 2.20.050 Duties and powers. * Editor's Note: Prior ordinance history: Ordinances, or parts of ordinances, fonnerly codified in this chapter and not repealed by Ord. 4606, include Ords. 3333,2931,2925,2682,2561 and 2146. The chapter was originally derived from prior code §§ 2.251.1 and 2.251.2. Ord. 4606 changed the name of this chapter from "Planning Commission" to "Planning and Transportation Commission." See § 2.20.050. 2.20.010 Membership. There is created a planning and transportation commission composed of seven members who are not council members, officers or employees of the city, who are residents of the city, and who shall be appointed by the city council. (Ord. 4606 § 1 (part), 1999) 2.20.015 Manner of appointment. Infilling vacancies on the planning and transportation commission the following procedures shall be followed by the city council: (a) Following notification of vacancy or pending vacancy on the planning commission, the city clerk shall advertise the same in a newspaper of general circulation in the city, including the council agenda digest, in accordance with Section 2.16.060; (b) Written nominations and applications shall be submitted to the city clerk within such time period to be forwarded to the city council for its consideration. Notwithstanding the foregoing, if the nomination or application of an incumbent commission member is not submitted to 'the city clerk within http://www.amlegal.comlalpscripts/ get-content.aspx 12/5/2012 Page 2 of3 the period specified above, the period shall be extended for an additional five days during which the city clerk shall accept written nominations and applications of non-incumbents; (c) The city council shall review all nominations and applications and conduct such interviews as it deems necessary prior to selection; and (d) Final selection and appointment shall be made by the city council at a regular city council meeting after the period for submittal of nominations and applications has expired. (Ord. 5090 § 3, 2010: Ord. 5018 § 7, 2008: Ord. 4606 § 1 (part), 1999) 2.20.020 Term of office. The term of office of each member shall be four years or until his successor is appointed and shall commence on the first day of August. (Ord. 4606 § 1 (part), 1999) 2.20.030 Officers. The commission shall elect its officers annually at the first meeting in August. (Ord. 4606 § 1 (part), 1999) 2.20.040 Expiration of terms. Beginning with terms commencing August 1, 1978, two of said terms shall expire on July 31, four years thereafter. One term shall expire on July 31, 1979, and thereafter that term shall be for a period of four years. The persons appointed to the terms commencing August 1, 1978, shall determine by lot which shall have the longer and which shall have the shorter terms. (Ord. 4606 § 1 (part), 1999) 2.20.050 Duties and powers. The commission is an advisory commission. In addition to the duties set forth for the planning commission in Titles 18 and 19 of this code, it shall, as requested: by the city council, the city manager, or the director of planning and community environment provide advice on any matter pertaining to land use planning and transportation systems affecting the city. The term "planning commission" used anywhere in this code or in state law shall refer to the planning and transportation commission. (Ord. 4606 § 1 (part), 1999) Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 3 of3 being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.am1egal.com/alpscripts/get-content.aspx 121512012 Sections: Palo Alto Municipal Code Chapter 2.18 PUBLIC ART COMMISSION* 2.18.010 Membership. 2.18.020 Qualifications of members. 2.18.030 Manner of appointment. 2.18.040 Term of office. 2.18.050 Officers, meetings, and procedures. 2.18.070 Jurisdiction. Page 1 of3 * Editor's Note: For the duties of the public art commission with respect to the art in public places program -See Chapter 2.26 of this code. Prior ordinance history: Ordinance Nos. 2926, 2892, 3218, 3263, 3333 and 3556. 2.18.010 Membership. There is created a public art commission composed of seven members who are not council members, officers, or employees of the city, and who shall be appointed by the city council. (Ord, 3888§ 1 (part), 1989) 2.18.020 Qualifications of members. Members of the public art commission either shall be members of the architectural review board or shall be professional visual artists, professional visual arts educators, professional visual arts scholars, or visual arts collectors whose authorities and skills are known and respected in the community and, whenever feasible, who have demonstrated an interest in, and have participated in, the arts program of the city. (~rd. 3888 § 1 (part), 1989) 2.18.030 Manner of appointment. (a) In filling vacancies on the public art commission, the following procedures shall be followed: . (1) Following notification of a vacancy or pending vacancy for a public art commission position, http://www.amlegal.comlalpscripts/ get-content.aspx 12/5/2012 Page 20f3 the city clerk shall advertise the same in a newspaper of general circulation in the city, including the council agenda digest, in accordance with Section 2.16.060. Written nominations and applications shall be submitted to the city clerk within such time period and shall be forwarded forthwith to the city council for its consideration. Notwithstanding the foregoing, if the nomination or application of an incumbent commission member is not submitted to the city clerk within the period specified above, the period shall be extended for an additional five days during which the city clerk shall accept written nominations and applications of non-incumbents; (2) The city council shall review all nominations and applications and shall conduct such interviews as it deems necessary prior to selection; and (3) Final selection and appointment shall be made by the city council at a regular city council meeting after the period for submittal of nominations and applications has expired. (Ord. 5090 § 2, 2010: Ord. 5018 § 8,2008: Ord. 3888 § 1 (part), 1989) 2.18.040 Term of office. Commencing on September 6, 1984, there shall be three members whose terms expire January 31, 1985, and four members whose terms expire January 31, 1987. Subsequent appoints shall be made for terms of three years, or until their successors are appointed. Effective January 1, 1991, the terms of those members due to expire on January 31, 1991 shall be extended to expire on April 30, 1991. The terms of those members due to expire on January 31, 1993 shall be extended to expire on April 30, 1993. Subsequent appointments shall be made for terms of three years, or until their successors are appointed. (Ord. 3931 § 1, 1990: Ord. 3888 § 1 (part), 1989) 2.18.050 Officers, meetings, and procedures. (a) Chairperson. The public art commission shall select one of its members as chairperson, who shall hold office for one year or until a successor is elected, unless the chairperson's term as a member of the public art commission expires sooner. (b) Meetings. The public art commission shall establish a regular time and place of meeting and shall hold at least one regular meeting a month. Special meetings may be called by the chairperson or by any three members of the public art commission upon personal notice being given to all members or by written notice being mailed to each member twenty-four hours prior to such meeting unless such notice requirement is waived in writing. (c) Procedures. The public art commission shall prescribe bylaws, forms, applications, rules, and regulations for the conduct of its business. All meetings of the public art commission shall be open to the public and are subject to Title 5, Division 2, Part 1, Chapter 9 of the California Government Code or successor legislation. The decisions of the public art commission shall be transmitted to the director of arts and culture and to such other body or bodies which have jurisdiction to review the project under consideration. (Ord. 3930 § 23, 1990: Ord. 3888 § 1 (part), 1989) http://www.amlegal.comlalpscripts/ get -content.aspx 12/5/2012 Page 3 of3 2.18.070 Jurisdiction. (a) Art in Public Places. The public art commission shall perform the duties and shall have the responsibilities specified in Chapter 2.26 of this title. (b) Additional Duties. The public art commission shall perform such other duties and undertake such other responsibilities as the city council may direct from time to time. ( c) Interaction with Other City Bodies. If the functions of the public art commission overlap the functions of another city committee, commission, board, task force, or the like, the director 'of arts and culture, in cooperation with the public art commission and such other city body, shall devise a procedure for coordinating such functions to avoid duplication of efforts, to maximize cooperation between the city bodies, and to utilize the expertise of the various city bodies in a manner most compatible with the public welfare. (d) Interaction with City Departments. The chief building official shall determine whether a proposed work of art is a mural or a sign under Section 16.20.011(a)(10) of this code prior to review by the public art commission. -(Ord. 3930 § 24, 1990: Ord. 3888 § 1 (part), 1989) Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.amlegal.comlalpscripts/ get-content.aspx 12/5/2012 Page 1 of5 Palo Alto Municipal Code Chapter 2.26 VISUAL ART IN PUBLIC PLACES Sections: 2.26.010 Definitions. 2.26.020 Visual art in public places funds. 2.26.030 Duties of the public art commission. 2.26.040 Standards for review. 2.26.050 General rules for art in public places. 2.26.060 City council review of artistic matters in the visual art in public places program. 2.26.010 Definitions. (a) For the purpose of this chapter, unless it is plainly evident from the context that a different meaning is intended, certain terms as used in this chapter are defined as follows: (1) "Art in public places" means any visual work of art displayed for two weeks or more in an open city-owned area, on the exterior of any city-owned facility, within any city-owned facility in areas designated as public area, lobbies, or public assembly areas, or on non-city property ifthe work of art is installed or financed, either wholly or in part, with city funds or grants procured by the city. (2) "Work of art" means and includes, but is not limited to, a sculpture, monument, mural, fresco, relief, painting, fountain, banner, mosaic, ceramic, weaving, carving, and stained glass. "Work of art" normally would not include landscaping, paving, architectural ornamentation, or signs as defmed in Chapter 16.20 of this code. (3) "Permanent installation" means a work of art in a public place intended to remain or remaining for one year or more. (4) "Temporary installation" means a work of art in a public place intended to remain for less than one year. (Ord. 2892 § 2 (part), 1975) 2.26.020 Visual art in public places funds. http://www.amlegal.comlalpscripts/ get -content.aspx 12/5/2012 Page 2 of5 (a) Special Reserve Account. The city manager shall establish in the capital improvement fund a special reserve account designated as the "visual art in public places reserve account." Said reserve account shall be credited annually with such funds as determined by the city council and with all funds received by the city for visual art in public places, whether contributed, earned, secured through grants, or otherwise obtained. (b) Use of Funds. It is intended that funds in the visual art in public places reserve account may be appropriated in the annual budget to obtain and install visual art in public places, to maintain and refurbish visual art in public places when the cost of such maintenance exceeds funds currently available for the maintenance of public property in general, to obtain professional consultants to assist the city and the public .. art commission in selecting artists and visual art in public places, to preserve meritorious works of art in public places and on private property in public view, and to defray such other capital expenses which are, or may become, an integral part of the visual art in public places program. (c) Review of Disbursements. Each proposed appropriation for the visual art in public places program and each disbursement from the visual art in public places reserve account shall receive the prior review and advice of the public arts commission. (d) Additional Funding. The director of arts and culture shall explore on a continuing basis the availability of funds for the visual art in public places program from such organizations as the National Endowment for the Arts, the California Arts Commission, and other public and private agencies. (Ord. 3930 § 25, 1990: Ord. 3888 §§ 2, 3, 1989: Ord. 3514 § 9, 1984: Ord. 3507 § 9, 1984: Ord. 3219 § 1, 1980: Ord. 2892 § 2 (part), 1975) 2.26.030 Duties of the public art commission. (a) The duties of the public art commission with respect to the art in public places program shall be as follows: (1) To advise the city in matters pertaining to the quality, quantity, scope, and style of art in public places; (2) To periodically review, at least once a-year, the capital improvement program with the director of arts and culture and such other members of the city staff as may be appropriate for inclusion of works of art in various projects; (3) To devise methods of selecting and commissioning artists with respect to the design, execution, and placement of art in public places and, pursuant to such methods, to advise .the director of arts and culture on the selection and commissioning of artists for such purposes; (4) . To advise the city regarding the amounts to be expended on art in public places; (5) To advise and assist the director of arts and culture in obtaining financial assistance for art in public places from private, corporate, and governmental sources; (6) To review plans for the installation of art in public places; (7) To review the inventory of art in public places and to advise the city in matters pertaining to the http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 3 ofS maintenance, placement, alteration, sale, transfer, ownership, and acceptance or refusal of donations of, " and other mailers pertaining to, art in public places; (8) To recommend the retention of consultants, consistent with the city's consultant selection procedures, to assist the city in making decisions concerning the art in public places program; (9) To advise the city on such other matters pertaining to the art in public places program as may be approprfate; . (10) . To advise and assist private property owners who desire such advice and assistance regarding the selection and installation of works of art to be located on their property in the public view; (11) To act as a liaison between local artists and private property owners desiring to install works of art on their private property in public view; (12) To give recognition to, and to maintain, an inventory of meritorious works of art in the public view; (13) To endeavor to preserve works of art in the public view deemed to be meritorious by the public art commission through agreements with the property owner and! or the artist. (Ord. 3930 § 26, 1990: Ord. 3888 § 4, 1989: Ord. 3219 § 2, 1980: Ord. 2892 § 2 (part), 1975) 2.26.040 Standards for review. (a) In performing its duties with respect to the art in public places program, the public art commission shall give special attention to the following manners: (1) Conceptual compatibility of the design with the immediate environment of the site; (2) Appropriateness of the design to the function of the site; (3) Compatibility of the design and location within a unified design character or historical character of the site; (4) Creation of an intel1lal sense of order and a desirable environment for the general community by the design and location of the work of art; (5) Preservation and integration of natural features with the project; (6) Appropriateness of the materials, textures, colors, and design to the expression of the design concept; (7) Representation of a broad variety of tastes within the community and the provision of a balanced inventory of art in public places to insure a variety of style, design, and media throughout the community that will be representative of the eclectic tastes of the community. (Ord. 3888 §S, 1989: Ord. 2892 § 2 (part), 1975) http://www.amlegal.com/alpscripts/get-content.aspx 12/S12012 Page 4 of5 \ 2.26.050 General rules for art in public places. (a) Review of Permanent and Temporary Installations. Permanent installations shall receive the prior review and advice of the public art commission. Temporary installations shall receive the prior review and advice of the director of arts. Extensions of time for temporary installations to remain for one year or more may be granted by the director of arts in consultation with the public art commission. Permanent installations shall not be removed, altered, or changed without the prior review and advice of the public art commission. (b) Private Sites for Art In Public Places. No work of art financed or installed either wholly or in part with city funds or with grants procured by the city shall be permanently installed on privately owned property without a written agreement between the city and the owner specifying the proprietary interests in the work of art, binding the owner to the general rules for art in public places, and specifying other provisions deemed necessary or desirable by the city attorney. Additionally, such written agreements, except those for murals which shall be exempt from the requirements imposed by this sentence, shall specify that the private property owner shall assure: (1) That the installation of the work of art will be done in a manner which will protect the work of art and the public; (2) That the work of art will be maintained in good condition; and (3) That the insurance and indemnification will be provided as is appropriate. (c) Consultation with the Artist. Installation, maintenance, alteration, refinishing, and moving of art in public places shall be done in consultation with the artist whenever feasible. (d) 'Inventory of Art in Public Places. The director of art and culture shall maintain a detailed record of all art in public places, inclUding site drawings, photographs, designs, names of artists, and names of architects whenever feasible. The director of arts and culture shall attempt to give appropriate recognition to the artists in publicity and promotion regarding art in public places. (Ord. 3930 § 27, 1990: Ord. 3888 § 6, 1989: Ord. 3118 § 1, 1979: Ord. 2892 § 2 (part), 1975) 2.26.060 City ~ouncil review of artistic matters in the visual art in public places program. (a) Recognizing that professional expertise is necessary and desirable in artistic matters, such as the selection of artists for a project, the selection of particular works of art, and the approval of designs and plans for works of art under the visual art in public places program, it is a policy that: (1) Decisions on artistic matters will be made by city staff and the public art commission; (2) The city council will not exercise its independent judgment on artistic matters unless the city council requests that the matter be agendized for its review; (3) Unless the city council determines to exercise its independent judgment as provided above, sketches, designs, photographs, precise plans, art examples, and similar items on artistic matters will not http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 5 of5 be transmitted to the city council as a matter of course in conjunction with projects before the city council; (4) The city council will refer questions, suggestions, requests, complaints, and similar items pertaining to the visual art in public places program to city staff and the public art commission for their review and response. ' (Ord. 3888 § 7, 1989: Ord. 2892 § 2 (part), 1975) plsclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from the formatting and pagination' of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality direCtly or contact American Legal Publishing toll-free at 800445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.CQm 1.800.445.5588. http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Page 1 of4 Palo Alto Municipal Code Chapter 2.23 UTILITIES ADVISORY COMMISSION Sections: 2.23.010 Membership. 2.23.020 Manner of appointment. 2.23.030 Term of office. 2.23.040 Officers. 2.23.050 Purposes and duties. 2.23.060 Meetings. 2.23.010 Membership. There is created a utilities advisory commission composed of seven members who shall be appointed by and serve at the pleasure of the city council, but who shall not be council members, officers or employees of the city. Each member of the commission shall be a utility customer or the authorized representative of a utility customer. Six members of the commission shall at all times be residents of the city. (Ord. 5047 § 1 (part), 2009: Ord. 4027 § 1 (part), 1991) 2.23.020 Manner of appointment. The following procedures shall be followed by the city council when filling vacancies on the utilities advisory commission: (a) Following notification of vacancy or pending vacancy on the utilities advisory commission, the city clerk shall advertise the same in a newspaper of general circulation in the city, including the council agenda digest, in accordance with Section 2.16.060; (b) . Written nominations and applications shall be submitted to the city clerk within such time period to be forwarded to the city council for its consideration. Notwithstanding the foregoing, if the nomination or application of an incumbent commission member is not submitted to the city clerk within the period submitted above, the period shall be extended for an additional five days during which the city clerk shall accept written nominations and applications of non-incumbents; (c) The city council shall review all nominations and applications and conduct such interviews as it http://www.amlegal.com/alpscripts/get-content.aspx '. 12/5/2012 Page 2 of4 deems necessary prior to selection; and (d) Final selection and appointment shall be made by the city council at a regular city council meeting after the period for submittal of nominations and applications has expired. (Ord. 5090 § 6, 2010: Ord. 5018 § 9,2008: Ord. 4027 § 1 (part), 1991) 2.23.030 Term of office. (a) Term of Office. The term of office of each member shall be three years or until his or her successor is appointed. The initial terms of the three members who were in the first group of city council votes on July 6, 2009 shall be three years. The initial terms of the two members in the second group of city council votes on July 6, 2009 shall be one year. Thereafter, beginning in 2010, the commission appointments shall be staggered so that in each three-year cycle, two members are appointed one year, two members are appointed the next year, and three members are appointed the next year. (b) Commencement Date. The terms of the three members who received the highest number of city council votes on July 6, 2009 shall commence on July 7, 2009. The terms of the members who received the fourth and fifth highest number of city council votes on July 6, 2009 shall commence on the effective date of this ordinance. (Ord. 5047 § 1 (part), 2009: Ord. 4027 § 1 (part), 1991) 2.23.040 Officers. The commission shall elect one of its members chairperson. The chairperson shall hold office for one year and until his or her successor is elected, unless his or her term as a member of the commission expired earlier. (Ord. 4027 § 1 (part), 1991) 2.23.050 Purposes and duties. (a) The purpose of the utilities advisory commission shall be to advise the city council on present and prospective long-range planning and policy and major program and project matters relating to the electric utility, gas utility, water utility, wastewater! collection utility, fiber optics utility and recycled water matters, excluding daily operations. (b) The utilities advisory commission shall have the following duties: (1) Advise the city council on long-range planning and policy matters pertaining to: (A) Development of the electric utility, gas utility, water utility, wastewater collection utility, fiber optics utility, and the recycled water resource; (B) Joint action projects with other public or private entities which involve, affect or impact the http://www.am1egal.comlalpscripts/get-content.aspx 1215/2012 Page 3 of4 electric utility, gas utility, water utility, wastewater collection utility, fiber optics utility, and the recycled water resource; (C) Environmental aspects and attributes of the electric utilIty, gas utility, water utility, wastewater collection utility, fiber optics utility, and the recycled water resource; (D) Water and energy conservation, energy efficiency, and demand side management; and (E) Recycled water matters not otherwise addressed in the preceding subparagraphs (A) through (D); (2) Review and make recommendations to the city council on the consistency with adopted and approved plans, policies, and programs of any major electric utility, gas utility, water utility, wastewater collection utility, fiber optics utility, or the recycled water resource; (3) Formulate and review legislative proposals regarding the electric utility, gas utility, water utility, wastewater collection utility, fiber optics utility and the recycled water resource, to which the city is a party, in which the city has an interest, or by which the city may be affected; (4) Review the electric utility, gas utility, water utility, wastewater collection utility, and fiber optics utility capital improvement programs, operating budgets and related reserves, and rates, and the recycled water program, budget, and rate, and thereafter forward any comments and recommendations to the finance committee or its successor; (5) Provide advice upon such other matters as the city council may from time to time assign. The utilities advisory commission shall not have the power or authority to cause the expenditure of city funds or to bind the city to any written, oral or implied contract. (c) The utilities advisory commission may, subject to its city council-approved bylaws and at the discretion of the city council, foster and facilitate engagement with the general public, not excluding representatives of cOmlnerce and industry, in regard to the utility matters referred to in subsections (b) (1 )(A) through (E). (Ord. 5096 § 1,2010: Ord. 4938 § 1,2007: Ord. 4027 § 1 (part), 1991) 2.23.060 Meetings. (a) The commission shall establish a regular time and place of meeting and shall hold at least one regular meeting per month. (b) F our of the seven members shall constitute a quorum. ( c) The commission may establish rules and procedures governing the conduct of its meetings. (d) The commission shall be subject to the Ralph M. Brown Act, California Government Code Section 54950, et seq. (Ord. 5047 § 1 (part), 2009: Ord. 4027 § 1 (part), 1991) http://www.am1egal.comlalpscripts/get-content.aspx 1215/2012 Page 4 of4 Disclaimer: This Code of Ordinances and/or any other documents that appear on this site may not reflect the most current legislation adopted by the Municipality. American Legal Publishing Corporation provides these documents for informational purposes only. These documents should not be relied upon as the definitive authority for local legislation. Additionally, the formatting and pagination of the posted documents varies from ' the formatting and pagination of the official copy. The official printed copy of a Code of Ordinances should be consulted prior to any action being taken. For further information regarding the official version of any of this Code of Ordinances or other documents posted on this site, please contact the Municipality directly or contact American Legal Publishing toll-free at 800-445-5588. © 2012 American Legal Publishing Corporation techsupport@amlegal.com 1.800.445.5588. http://www.amlegal.comlalpscripts/get-content.aspx 1215/2012 Policy and Services Committee MINUTES 1 Special Meeting Tuesday, December 11, 2012 1. Options for Revising the Boards and Commissions Application and Recruitment Process. Ronna Gonsalves, Deputy City Clerk, the item was brought before the Policy & Services Committee (Committee) because the current process is inefficient and inconsistent. Staff requests an open dialogue and suggestions from the Committee on improvements to the process. The three key areas of impact consist of 1) generic applications; offering minimal customization per Commission, 2) outreach to potential applicants; surrounding cities have supplied input on their processes which included direct mailings, public events, and social media, and 3) the actual recruiting process occurs multiple times per year and could be more efficient with an annual recruitment. There would be exceptions if there were resignation received in the middle of the season. Council Member Espinosa believed a coordinated recruitment was a positive step towards efficiency; however the resignations caused an issue. He did not wish to have a vacancy left open until the annual recruitment process. A critical solution would be the community fairs or open house scenario with the current Board and Commission members meeting the public. With the rebuilding of the website there were possibilities that could be developed into outreach to the community. The goal would be to create a well visible site with links on the main page to open recruitment any time of the year, 24 hours a day. The Art Center sends a newsletter to the art community and put a plug in for how to be notified if there was an interest in serving. Ms. Gonsalves reaching out electronically seems like a viable concept and the creation of an ongoing database would be simplified. Council Member Klein asked what Staff had intended to improve the process. Ms. Gonsalves desired a more efficient use of Council’s time, Staff time and shortening the outreach to the public. Council Member Klein agreed. EXCERPT 2 December 11, 2012 Ms. Gonsalves said her thought process was not to reduce the process but rather to increase the efficiencies on order to lessen the length the process takes to complete the steps. Council Member Klein asked what Staff was requesting of the Committee. Ms. Gonsalves stated to change the Municipal Code and recruit once a year. Donna Grider, City Clerk, suggested Council form a Recruitment Committee to review the applicants and bring recommendations to Council. Ms. Gonsalves noted a number of cities recruit in that manner. Council Member Klein said he could not support an annual recruitment process. Ms. Gonsalves mentioned there were a number of resignations received throughout the year which would precipitate special recruitment sessions. In general the recruitments were pre-determined expired terms. Council Member Klein recommended scheduling a Study Session utilizing the comments and recommendation from the Committee to complete a Staff Report with specific recommendations. He agreed with the idea of a fair, somewhere in the middle of the year. Having the community be able to attend and hear a number of the Commissioners speak on behalf of their experience might encourage others to apply in the future. Each Board or Commission associate with organizations and those organizations should be added to the list of who to contact for recruiting assistance. He asked the number of applicants received in response to the newspaper advertisements. Council Member Espinosa stated it was 29 out of 273. Council Member Klein stated that was less than a ten percent turnout. He asked for the average advertisement cost. Ms. Grider said around $300-400 per ad and with recruiting up to several times a month the cost has become wide-ranging. She believed requesting Ms. Gonsalves to attend the Board and Commission meetings to speak on behalf on the vacancies would be beneficial. EXCERPT 3 December 11, 2012 Council Member Klein suggested the community fair and recommended attendance by the members of the Boards and Commission members. He recalled Ms. Gonsalves mentioning some cities require their attendance at the outreach events. Ms. Gonsalves said yes, it was part of their job description. Council Member Klein suggested advertising a banner ad on Palo Alto Online rather than in the Palo Alto Weekly. Ms. Gonsalves explained the cost would be a lot less. Ms. Grider believed the basic paper ad was outdated in the age of electronics. The recruitment notifications should be eye catching and substantial. Ms. Gonsalves noted the cost for advertising during 2011 was $3,520. The best results received and the most response was an ad placed in the paper by the paper. The City did not request or pay for it. Ms. Grider stated it was not the Palo Alto Weekly. Ms. Gonsalves mentioned she had previously requested that type of ad be placed in the newspaper with no response. The response on that one ad was approximately 12 applicants. Council Member Klein stated his issue with an annual recruitment was the overload of interviews for Council. Ms. Gonsalves understood. Council Member Klein could not recall an incident since 2006 where the Council did not interview all of the applicants. He understood the sensitivity of applicants not being selected for an interview; although, selecting to interview those with adequate qualifications would shorten the process time. Ms. Gonsalves asked how the Committee felt about a subcommittee to review the applicants and recommend to Council those to be interviewed. Council Member Klein did not support a subcommittee. EXCERPT 4 December 11, 2012 Ms. Gonsalves mentioned it was a function of some cities and she did not want to leave out possible options to be considered. Council Member Klein asked when Staff would be returning for further discussion. Ms. Gonsalves stated she could return in the March 2013 timeframe. Council Member Schmid thought the positions held by the Boards and Commissions were an important part of the City government. The recruitment process should engender enthusiasm in the applicants. He supported the concept of a community fair or open house where the citizens meet and hear from the current Commissioners. Applicants should be advised what each Board or Commission required, what was expected of them and their time. He supported a biannual recruitment process. Council Member Espinosa asked what the online application experience was for applicants. Ms. Gonsalves stated the applications had been redesigned for online accessibility with fillable information and a submit button. The issue with the online application was the City requires a wet signature, so the applicant still needed to print and sign their application. Staff would agree to IT assistance with implementing a full electronic digital signature application process. Council Member Espinosa believed close to 70 percent of all Board and Commission applications required the same information so an electronic process should be fairly simple. Once the applicant reached the bottom of the application where the Board or Commission was specific there could be a “Click Here” button to select the desired opportunity. The continued application would include the next five questions that were specific to the Commission. Council Member Klein asked if Staff required Council authority to make the suggested changes; fully electronic applications. Ms. Gonsalves said Staff would verify the process with the City Attorney. Ms. Grider stated the online application process would be a recommendation of the Staff Report upon returning to the Committee. She suggested working directly with the Commissions to select appropriate questions for prospective applicants. EXCERPT 5 December 11, 2012 Chair Holman mentioned the IT Staff needed to be involved. Ms. Grider agreed and noted the Staff Liaisons would be of great assistance as well. She understood they had heavy workloads; although, during recruitment periods it would be beneficial to have a commitment. Chair Holman supported a biannual recruitment period and the community fair. The noted there need to be a better manner of advertising to notify the entire community of the volunteer opportunities. Ms. Gonsalves agreed. Chair Holman stated the current application and the Municipal Code do not adequately describe what a commissioner does. Ms. Gonsalves agreed and mentioned there was no link tying the application to the Municipal Code. Chair Holman understood and suggested Staff reconciles the matter. Ms. Gonsalves said during her research had found a number of cities reflected a solid description of the expectations and the purview the Commission had. Chair Holman agreed the applications should be tailed to the expertise of the Board or Commission and a reference to the specific documentation each Board or Commission utilized in deliberations. She recommended the community fair have visual aids to available documentation of the past accomplishments available to show interested parties the importance of the commissioner. Council spends precious interview time asking questions they could have learned through provisions of examples in the application. Ms. Gonsalves agreed and would take the suggestions into account if the community fair comes to fruition. Council Member Schmid said in October of 2012 the Council directed Staff to supply additional information on the Library Advisory Commission (LAC) and to move forward with their recruitment. Ms. Gonsalves noted Staff was currently holding the recruitment. EXCERPT 6 December 11, 2012 Council Member Schmid asked how Staff intended to respond to the Council questions regarding the LAC. Ms. Grider said the Library Director submitted an informational report to Council but if Council desires Staff will recruit again. She mentioned there were Council questions regarding the size of the LAC so she was not certain about re-recruiting before a conclusion. Council Member Schmid understood. Ms. Grider was concerned with recruiting a second time for the same Commission because she felt there was a lack of turn-around. The cost for the paper ad did not provide sufficient applicants. Council Member Schmid believed the Council Motion was for Staff to advise them on forward motion with respect to the LAC. He asked if Staff had advice readily available. Ms. Grider advised there were times when it was best to leave a vacancy. She did not feel it was within her purview to determine the number of seated commissioners. Council Member Schmid was asking of the viability of the LAC. Ms. Grider felt that was a policy question. Council Member Schmid suggested making a recommendation to Council to direct the Policy & Services Committee to respond to the Staff on the recruitment practices. Council had an obligation to the LAC and the vacancy was now two months old. Council Member Espinosa mentioned that item was not on the agenda. Chair Holman agreed the agenda did not allow for such a Motion although it could be presented in the comments of discussion. Ms. Grider believed the Committee could direct Staff to return with the item on the agenda. Council Member Klein felt the item should be directly on the Council agenda. EXCERPT 7 December 11, 2012 Ms. Grider agreed the original direction came from the City Council. Council Member Klein said Council could refer the decision to the Policy & Services Committee but the choice should be theirs. Ms. Grider stated according to the Council’s original Motion; direct Staff to recruit for additional applications for the Library Advisory Commission, before starting the recruitment, to request Staff to advise Council on the viability of the Library Advisory Commission given the reduction in applicants, and the number of resignations prior to the completion of their terms. She recommended a brief cover letter with the Council’s direction. Chair Holman agreed. Council Member Espinosa mentioned the idea of using video to educate the community was how you could use video to educate people moving forward. Ms. Grider said there were video and written testimonials from current and previous Board and Commission members on the website. Ms. Gonsalves said there were 3 or 4 completed; although, they were not interactive they were reasonably successful. Sheila Tucker, Assistant to the City Manager, stated Boards and Commission members themselves can be very good resources in identifying individuals that share the same passion, concern, and interest. Council Member Klein was concerned with not being able to complete the remainder of the agenda. Chair Holman said Staff was available for both items and suggested changing the order to accommodate certain needs. James Keene, City Manager, asked whether the Committee felt they would require the remainder of the time for a single item. Chair Holman felt Agenda Item Number 3 would not require ample time. Mr. Keene asked if Agenda Item Number 2 was time sensitive. The recommendation was based on a Human Resources request and was more for a Committee understanding of the details. EXCERPT 8 December 11, 2012 Chair Holman did not believe Agenda Item n umber 2 was time sensitive nor did changing the order require a Motion. Council Member Klein disagree, any change to the agenda required a Motion. MOTION: Council Member Espinosa moved, seconded by Council Member Klein to move Agenda Item No. 3 before Agenda Item No. 2. MOTION PASSED: 4-0