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HomeMy WebLinkAbout19 CITY BOARDS, COMMISSIONS & COMMITTEES 01-15-07AGENDA REPORT Agenda Item Reviewed: City Manager Finance Director MEETING DATE: JANUARY 15,2007 TO: WILLIAM A. HUSTON, CITY MANAGER FROM: COMMUNITY DEVELOPMENT DEPARTMENT SUBJECT: CITY BOARDS, COMMISSIONS, AND COMMITTEES SUMMARY: Mayor Bone raised issues related to budgeting, staffing, and general allocation of resources to City Boards, Commissions, and Committees and requested that staff agendize this matter for discussion. This report provides background information on the City committees staffed by the various City departments and estimates the amount of staff time to support each committee. RECOMMENDATION That the City Council receive and file this report and/or take action as deemed appropriate. FISCAL IMPACT There is a general discussion of how each may be funded or staffed under the discussion of each respective Board, Commission, or Committee. BACKGROUND AND DISCUSSION The following is a summary of the composition and purpose of the various City Commissions, Boards, and Committees including: the Parks and Recreation Commission, the Senior Advisory Board, the Audit Committee, the Planning Commission, the Historic Resource Committee, Tustin Pride, and the Community Development Block Grant Citizen Participation Committee. Parks and Recreation Commission The Parks and Recreation Commission consists of five (5) Tustin residents who are appointed by the City Council. Appointment terms are two (2) years with a maximum term limit of three (3) consecutive full terms. The Commission meets once a month on Wednesdays and are staffed by the Parks and Recreation Department. Approximately four (4) staff members and support personnel are required for each meeting. Funding City Committees January 15, 2007 Page 2 for this function is from the General Fund. There is no state mandate that cities have a Parks and Recreation Commission. The purpose of this Commission is to advise the City Cou,ncil on matters pertaining to the activities of the Parks and Recreation Department, excluding daily administrative operations. The Commission's responsibilities include: . Advising on parks, park design and development, recreation, and community services; . Advising on planning and policy matters relating to the construction and renovation of capital facilities; . Reviewing state legislative proposals that may affect the operation of the Department; and . Receiving community input concerning parks, open space, and recreation activities. Senior Advisory Board The Senior Advisory Board consists of seven (7) members appointed by the Parks and Recreation Commission. There is a City Council Liaison to this Board. Members must be Tustin residents and 55 years of age. The purpose of this Board is to advise the Parks and Recreation Commission on programs and issues related to senior activities (Le. service, transportation, etc.). This Board is staffed by the Parks and Recreation Department. The Board meets six (6) times per year and approximately two (2) staff members are required for each meeting. Funding for this function is from the General Fund. There is no state mandate that cities have a Senior Advisory Board. Audit Committee The Audit Committee consists of five (5) members appointed by the City Council. Of the five member committee, four (4) are required to be registered voters in the City and one (1) a registered voter within the Tustin Water Services area. Terms are for four (4) years; maximum three (3) term limit. The Audit Committee meets on the third Thursday in January, March, May, July, September, and November. The Committee is primary staffed by the Finance Department. Approximately five (5) staff members and support personnel are required for each meeting. The Audit Committee performs duties of oversight, review, investigation, and reporting and provides recommendations to the City Council on matters of finance, investments, and audit. Funding of any Audit Committee activities is through the General Fund. There is no state mandate that cities have an Audit Committee. City Committees January 15, 2007 Page 3 Plannina Commission The Planning Commission consists of five (5) Tustin residents appointed by the City Council. No member of the Planning Commission may serve more than three (3) full consecutive terms. Any member of the Planning Commission who has served three (3) consecutive terms may not be reappointed as a member of the Planning Commission for at least one (1) year from the last date of the third consecutive term. The duties of the Planning Commission are prescribed in Section 65103 of the California Government Code and in Tustin City Sections 1511 et seq. and include the preparation and implementation of the City's General Plan, including the administration of specific plans and zoning and subdivision ordinances. The Planning Commission holds two (2) regular meetings per month. On average, 6-10 staff members and support personnel are required for each meeting. Funding for the processing of discretionary applications is generally borne by the beneficiaries of the entitlements. City-initiated projects and support staff are typically funded via the General Fund. State law does not mandate that cities have Planning Commissions per se. However, state law does require that each city have a planning agency. Therefore, if the City does not have a Planning Commission, then the City Council must act in this capacity. Historic Resource Committee The Tustin Historic Resource Committee is a group of five (5) Tustin residents who are appointed by the City Council. The term of each position on this Comm-ittee is for' four (4) years commencing on the expiration date of each office. In addition, there are certain qualifications that these individuals must possess that are necessary for the City to retain its Certified Local Government Status (i.e. individuals should be qualified historic preservation professionals - historian, architect, engineer, etc...). The Committee acts in an advisory capacity to the City Council in matters affecting the establishment of a Cultural Resource District, designation of Cultural Resources, and as liaison between residents, property owners, and the City Council within a Cultural Resource District. During the past several years, the Historic Resource Committee has focused its efforts on the following activities: . Studying and- recommending expansion of the Overlay District . Reviewing nominations to the Tustin Historic Register plaque program · Presenting commendation letters to owners of outstanding properties · Reviewing the 2001 Tustin Historical Resources Survey Update City Committees January 15, 2007 Page 4 . Discussing significant development projects in the Overlay District . Discussing the impacts of freeway and aircraft noise on the District Per the Tustin City Code, the Historic Resource Committee is required to meet quarterly, which is consistent with the State requirement for certified local governments. The Historic Resource Committee has been meeting on a monthly basis. Approximately three (3) staff members and support personnel are required for each meeting. Funding for this f~nction is from the General Fund. State law does not mandate that cities have a Cultural Resources District or a Historic Resources Committee (unless CLG status is obtained). The City Council does have the discretion to assign the duties of the Committee to the Planning Commission. Tustin Pride In 1993, the City Council established a task force to develop a beautification committee. The result of the task force was the creation of the Tustin Pride Committee. The following summarizes the Tustin Pride Committee's purpose, make up, operational characteristic, and activities: . The stated purpose of Tustin Pride is to promote public interest in the general improvement and/or maintenance of the environment of Tustin; and to initiate, plan, direct, and coordinate programs to expand community pride through projects and community action. . The role of the Tustin Pride Committee is to act in an advisory capacity to the City of Tustin. As stated in the by-laws the Tustin Pride Committee, subcommittees, and/or its members shall not exercise any independent final decision-making authority or expend City funds without approval of the Tustin City Council. · The Tustin Pride Committee, subcommittees, and/or its members are not to endorse any candidate or products in the name of or on behalf of the Tustin Pride Committee. · The Tustin Pride Executive Committee is composed of four officers and a three- member steering committee. The Executive Committee assists the Chair in recommending and/or providing direction to the Committee. · There is one (1) class of membership and no limit to the number of members. Members are required to attend a minimum of four (4) meetings within the last 12- month period to vote. In addition, if three subsequent meetings are missed, members must re-qualify to vote by attending four (4) meetings within the next 12- month period. City Committees January 15, 2007 Page 5 . The Tustin Pride Committee has sponsored the following annual programs: · Christmas Tree Recycling · Landscape Recognition Awards · Student Poster Contest · Angels in Tustin · Pumpkin Pride Awards · Holiday Display Awards · Adopt-a-Block · A Day in the Life of Tustin (Photos) . The Committee has made recommendations to the City Council on the following Citywide issues: · Graffiti · Landscape Issues · Boarded Buildings · Abandoned Shopping Carts . The Committee also participates in the following Citywide events: · Street Fair · Tiller Days Booth Tustin Pride meets once a month. Several staff members attend these meetings, including a planner, a code enforcement officer, field service manager, and a police office. In addition, there is a significant amount of non-meeting support service to this Committee. Staff and funding allocation is primarily from the General Fund. Due to workload considerations, the City Manager has directed that one staff member be assigned as liaison to the Pride Committee. This person will coordinate with all Departments as needed. Community Development Block Grant Citizen Participation Committee In January 2003, the City Council adopted the City's Citizen Participation Plan (The Plan). The Plan defines the roles, responsibilities, and composition of the Citizen Participation Committee as follows: 1. Citizen Participation Committee Membership The Citizen Participation Committee is an Ad Hoc Committee comprised of seven (7) members. Committee members should be active community leaders who are aware of the needs of the community and who will assist in obtaining citizen input concerning the Community Development Block Grant Program. The composition of the Citizen Participation Committee is as follows: City Committees January 15, 2007 Page 6 . One representative from the Planning Commission . One representative from the Parks and Recreation Commission . One representative from the Cultural Resources Advisory Committee/Historic Resource . One representative from the Senior Advisory Board . One representative from the Tustin Audit Committee . Two at large representatives appointed by the City Council 2. The Citizen Participation Committee duties and responsibilities are as follows: . To provide citizen and community input in an advisory fashion on the development, implementation, evaluation, and amendments to the Community Development Block Grant Program. . To hold at least one (1) public hearing during the development of the Action Plan and/or Consolidated Plan to obtain citizens views and to respond to citizen proposals and requests, to assist in the determination of the community development and housing needs and priorities, and to obtain comments on the City's Community Development Block Grant program performance. . To encourage broad citizen and community participation on the Community Development Block Grant Program. The role that this Committee serves is required by federal law. The Committee holds one of the two required public meetings that the City holds on the Community Development Block Grant annual Action Plan. This Committee meets either once or twice a year. Approximately three (3) staff members and support personnel are required for the meetings. Funding for this Committee is primarily from the Community D.evelopment Block Grant Prog m. Elizabeth A. Binsack Community Development Director William A. Huston City Manager S:\Cdd\CCREPORT\City Committees Report (2).doc