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HomeMy WebLinkAbout2020-08-13 ACOC Agenda Packet REGULAR MEETING OF THE MEASURE A CITIZENS’ OVERSIGHT COMMITTEE OF THE CITY OF CHULA VISTA Thursday, August 13, 2020 VIA TELECONFERENCE 6:00 p.m. 315 4th Avenue, Chula Vista, CA 91910 PLEASE NOTE THAT, PURSUANT TO THE GOVERNOR OF THE STATE OF CALIFORNIA'S EXECUTIVE ORDER N-29-20, AND IN THE INTEREST OF THE PUBLIC HEALTH AND SAFETY, MEMBERS OF THE MEASURE A COC AND STAFF MAY PARTICIPATE IN THIS MEETING VIA TELECONFERENCE. IN ACCORDANCE WITH THE EXECUTIVE ORDER, THE PUBLIC MAY VIEW THE MEETING ONLINE AND NOT IN THE CHULA VISTA POLICE DEPARTMENT COMMUNITY ROOM. HOW TO WATCH: Members of the public can access a link to the livestream at www.chulavistaca.gov/boards. Members of the public who wish to join by telephone only, may call 1-408-418-9388 (United States Toll) and enter the access code: 146 102 9275. HOW TO SUBMIT COMMENTS: Visit the online eComment portal for this meeting at: https://chulavista.granicusideas.com/meetings. The commenting period will be open shortly after the agenda is published for a particular meeting and will remain open through the meeting, as described below. All comments will be available to the public and the MEASURE A COC using the eComment portal. Comments must be received prior to the ti me the Chair calls for the close of the commenting period. Comments received after such time will not be considered by the MEASURE A COC. If you have difficulty or are unable to submit a comment, please contact Claudia Bravo for assistance at cbravo@chulavistapd.org ACCESSIBILITY: Individuals with disabilities are invited to request reasonable modifications or accommodations in order to access and/or participate in a MEASURE A COC meeting by contacting the Police Department at cbravo@chulavistapd.org (California Relay Service is available for the hearing impaired by dialing 711) at least forty-eight hours in advance of the meeting. ***The City of Chula Vista is relying on commercial technology to livestream and accept public comments via Granicus, Inc. With the increase of virtual meetings, most platforms are working to scale their systems to meet the new demand. If we have technical difficulties, we will resolve them as quickly as possible. City staff will take all possible measures to ensure a publicly accessible experience. *** City of Chula Vista Boards & Commissions Measure A Citizens’ Oversight Committee Page 2 ׀ Measure A COC Agenda August 13, 2020 CALL TO ORDER ROLL CALL: Committee Members Alatorre, Anaya, Escobedo, Ficacci, Guillen, Hobson, Roberts, Stucky, Tessitore, Volland and Chair Martinez. CONSENT CALENDAR The Board/Commission will enact the Consent Calendar staff recommendations by one motion, without discussion, unless a Board/Commission Member, a member of the public, or staff requests that an item be removed for discussion. If you wish to comment on one of these items, please submit comments electronically at: https://chulavista.granicusideas.com/meetings. 1. APPROVAL OF MINUTES of June 11, 2020 Staff recommendation: Approve the meeting minutes. PUBLIC COMMENTS Persons may address the Board/Commission on any subject matter within the Board/Commission’s jurisdiction that is not listed as an item on the agenda. State law generally prohibits the Board/Commission from discussing or taking action on any issue not included on the agenda, but, if appropriate, the Board/Commission may schedule the topic for future discussion or refer the matter to staff. If you wish to comment, please submit comments electronically at: https://chulavista.granicusideas.com/meetings. ACTION ITEMS The Item(s) listed in this section of the agenda will be considered individually by the Board/Commission and are expected to elicit discussion and deliberation. If you wish to comment on one of these items, please submit comments electronically at: https://chulavista.granicusideas.com/meetings. 2. CONSIDERATION OF PROPOSED AMENDMENTS TO THE MEASURE A PUBLIC SAFETY EXPENDITURE PLAN TO MOVE UP THE HIRING OF SIX PEACE OFFICERS TO FISCAL YEAR 2020/2021 AS A RESULT OF COMMUNITY ORIENTED POLICING SERVICES (COPS) GRANT FUNDING AND AMEND THE REVENUE AND EXPENDITURE BUDGET IN FISCAL YEAR 2020/2021 Recommended Action: Consider the proposed amendment, provide comments and recommend City Council approval. 3. DISCUSSION REGARDING ANNUAL REPORT OF ACTIVITIES AND AUTHORIZE STAFF TO FINALIZE AND SUBMIT Recommended Action: Board or Commission discuss activities, make any appropriate changes, and authorize staff to finalize and submit. Page 3 ׀ Measure A COC Agenda August 13, 2020 4. APPOINTMENT OF COMMITTEE CHAIR AND VICE CHAIR FOR FISCAL YEAR 2020/2021 TERM Recommended Action: Elect Chair and Vice Chair. Options include reappointment of existing Chair and Vice Chair. STAFF PRESENTATIONS The items in this section of the agenda will consist of presentation of City staff members. No action is expected to be taken by the Committee on these items. If any member of the public wishes to speak on any item, please fill out a “Request to Speak” form and submit it to the Secretary prior to the meeting. 5. PRESENTATION BY FIRE CHIEF GEERING REGARDING MEASURE A LOAN FOR AMBULANCE TRANSPORT SERVICES OTHER BUSINESS 6. STAFF COMMENTS 7. CHAIR’S COMMENTS 8. COMMITTEE MEMBERS’ COMMENTS ADJOURNMENT to the regular meeting on September 10, 2020 at 6:00pm at 315 4th Avenue, Chula Vista, California. Materials provided to the Measure A Citizens’ Oversight Committee related to any open-session item on this agenda are available for public review at https://chulavista.granicusideas.com/meetings or by contacting the City Clerk at cityclerk@chulavistaca.gov. ANNUAL ACTIVITY REPORT CITY OF CHULA VISTA BOARDS & COMMISSIONS FISCAL YEAR 2019-2020 Board/Commission: Measure A Citizens’ Oversight Committee Highlights of Activities during the past fiscal year: • Measure A COC held five meetings between July 2019 and June 2020. The meeting held in May 2020 and June 2020 were via teleconference per Emergency Order 002-B-2020. • Fire Captain Ewert presented an update on the development of a new Measure A website. This new website will streamline and have more relevant information of what Measure A COC is doing now. • Commission approved the proposed amendments to the Measure A intended Expenditure Plan to add two Digital Forensic Technician positions in Fiscal Year 2019/2020. • Commission approved the proposed Ten-Year Spending plan for Fiscal Year 2019/2020. • Police Captain Sallee proposed moving up three civilian positions that are in the original Measure A COC Expenditure Plan from Fiscal Year 2020/2021 to Fiscal Year 2019/2020. Re-classify one Police Agent to Police Sergeant and amend the revenue and expenditure budget in Fiscal Year 2019/2020. Commission moved to approve proposed amendments and forward to council. • Fire Chief Geering proposed amendments to the Measure A public safety expenditure plan to add three firefighters for the Millenia Fire Station, accept reimbursements from the Fema Safer Grant, plan for the restructuring of the squad staffing model to allow for the expansion on 4.0 staffing and amend the Revenue and Expenditure budget in Fiscal Year 2019/2020. Commission approved the proposed amendments. • Police Department proposed amendments to the Measure A Public Safety Plan to add one Police Agent and three Peace Officers and amend the revenue and expenditure budget in fiscal Year 2019/2020 to combat illegal cannabis operations. Commission approved the staff report and recommend to council for approval. • City Attorney’s office proposed amendments to the Measure A Public Safety Expenditure Plan to move the Criminal Prosecutor position out the overhead and into the Neighborhood Protection Unit component of the plan, adding the positions of paralegal and investigator. Proposed amendment failed to be approved by the commission. • Commission approved the proposed Measure A Ten-Year Spending Plan and Spending Plan for Fiscal Year 2020/2021 and determined their compliance with Measure A requirements. Board/Commission comments or recommendations to Council: • Chief Geering and Deputy Fire Chief Muns proposed a recommendation to city council for a one-time loan of Measure A funds for startup costs for Fire Department Ambulance Based Transport. Commission approved the proposed recommendation. August 13, 2020 VIA TELECONFERENCE 6:00 p.m. 315 4th Avenue, Chula Vista, CA 91910 TITLE CONSIDERATION OF PROPOSED AMENDMENTS TO THE MEASURE A PUBLIC SAFETY EXPENDITURE PLAN TO MOVE UP THE HIRING OF SIX PEACE OFFICERS TO FISCAL YEAR 2020/2021 AS A RESULT OF COMMUNITY ORIENTED POLICING SERVICES (COPS) GRANT FUNDING AND AMEND THE REVENUE AND EXPENDITURE BUDGET IN FISCAL YEAR 2020/2021 BACKGROUND The chart below outlines the current Measure A staffing plan for the Police Department, as approved by City Council on June 9, 2020 during the fiscal year 2020/2021 budget adoption process and supported by the Measure A Citizens’ Oversight Committee on May 14, 2020. Figure 1. Police Department Public Safety Expenditure Plan as of 7/1/2020 Position FY19 FY20 FY21 FY22 FY23 Total POLICE SERGEANT 3.0 2.0 1.0 6.0 POLICE AGENT 1.0 2.0 3.0 2.0 8.0 PEACE OFFICER 4.0 6.0 5.0 5.0 1.0 21.0 SWORN FTE TOTAL 5.0 11.0 10.0 8.0 1.0 35.0 CIVILIAN BACKGROUND INVESTIGATOR 1.0 1.0 COMMUNITY SERVICE OFFICER 2.0 2.0 DIGITAL FORENSICS TECHNICIAN II 2.0 2.0 COMMUNICATIONS CENTER MANAGER 1.0 1.0 POLICE DISPATCHER 2.0 5.0 7.0 SR. POLICE TECHNOLOGY SPECIALIST 1.0 1.0 CIVILIAN FTE TOTAL 4.0 10.0 0.0 0.0 0.0 14.0 POLICE DEPARTMENT TOTAL 9.0 21.0 10.0 8.0 1.0 49.0 SUMMARY The Police Department is proposing to amend the Measure A Public Safety Expenditure Plan to move up the hiring of six (6) Peace Officer positions, as a result of grant funding received to hire new officers. City of Chula Vista Boards & Commissions Measure A Citizens’ Oversight Committee - STAFF REPORT Page 2 ׀ Measure A Citizens’ Oversight Staff Report August 13, 2020 DISCUSSION With the successful passage of the Measure A Sales Tax, staff is moving forward with implementation of the Public Safety Expenditure Plan (PSEP). At this time, the Police Department is requesting to approve modifications to the PSEP, as a result of grant funding received to hire new officers. On June 25, 2020, the Police Department was notified it was awarded $750,000 from the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) for the COPS Hiring Grant Program. This grant program is competitive, and Chula Vista was one of only three agencies in the Southern District of California who received funding. Only approximately half of the 1,100 applicants across the country that applied for these funds received an award, and Chula Vista received the maximum award possible. This COPS grant allows the Police Department to hire six additional sworn police officers, and funds $125,000 per officer over a 3-year grant period. The terms of the COPS grant require recipients to contribute a local cash match. The Police Department is proposing to use Measure A funds to meet the local match requirement. The chart below outlines the Police Department’s proposed changes (highlighted in yellow) to the PSEP. Figure 2. Proposed Police Department Public Safety Expenditure Plan Position FY19 FY20 FY21 FY22 FY23 Total POLICE SERGEANT 3.0 2.0 1.0 6.0 POLICE AGENT 1.0 2.0 3.0 2.0 8.0 PEACE OFFICER 4.0 6.0 11.0 0.0 0.0 21.0 SWORN FTE TOTAL 5.0 11.0 16.0 3.0 0.0 35.0 CIVILIAN BACKGROUND INVESTIGATOR 1.0 1.0 COMMUNITY SERVICE OFFICER 2.0 2.0 DIGITAL FORENSICS TECHNICIAN II 2.0 2.0 COMMUNICATIONS CENTER MANAGER 1.0 1.0 POLICE DISPATCHER 2.0 5.0 7.0 SR. POLICE TECHNOLOGY SPECIALIST 1.0 1.0 CIVILIAN FTE TOTAL 4.0 10.0 0.0 0.0 0.0 14.0 POLICE DEPARTMENT TOTAL 9.0 21.0 16.0 3.0 0.0 49.0 The grants funds will allow the Police Department to hire six Peace Officers in FY21, instead of five officers in FY22 and 1 officer in FY23 (as outlined in the current staffing plan). Five officers in FY21 were already in the current staffing plan, resulting in 11 authorized in FY21 with the proposed changes. In addition, the offset created by use of Measure A funds to meet the local match requirement will result in a projected cumulative savings in the Police Department’s portion of the Measure A Expenditure Plan totaling $750,000 over the three year funding period of the COPS grant. Although a plan for the specific expenditure of this savings is still being evaluated, staff intends Page 3 ׀ Measure A Citizens’ Oversight Staff Report August 13, 2020 the excess funds shall remain in the Police Department’s portion of the Measure A Expenditure Plan and shall be available for future Police Department expenditures proposals. The Police Department recognizes that current community demands, safety strategies, and staffing needs will likely change in the future. The Police Department also recognizes that revenues and expenses used to calculate current allocation plans may change in the future. PSEP recommendations for future years will continue to be reevaluated, balanced against changes in revenue or expenditure projections, and considered along with changing public safety trends and community needs. As a result, this Public Safety Expenditure Plan is intended to be a “living document”. Future recommendations may change. CURRENT YEAR FISCAL IMPACT The chart below shows the net impact for the current fiscal year. Category Current FY21 Budget Budget Amendments Updated FY21 Budget Revenue from Other Agencies $0 $125,000 $125,000 Transfers In $10,010,000 $10,010,000 REVENUE TOTAL $10,010,000 $125,000 $10,135,000 Personnel Expenses $7,089,099 $560,868 $7,649,967 Supplies & Services $525,737 $525,737 Other Expenses $375,375 $375,375 Capital $189,233 $189,233 Internal Service Charges $30,767 $30,767 EXPENSE TOTAL $8,210,211 $560,868 $8,771,079 NET FISCAL IMPACT $1,799,789 ($435,868) $1,363,921 The six Peace Officers funded by the COPS grant are anticipated to be hired in January 2021, resulting in $125,000 of grant funding in the current fiscal year. The personnel costs of the six officers is $560,868. ONGOING FISCAL IMPACT The chart on the following page shows the amended Measure A PSEP for the Police Department, which includes the COPS funding. Page 4 ׀ Measure A Citizens’ Oversight Staff Report August 13, 2020 Intended Public Safety Spending PlanUpdated August 13, 2020Est. One-half cent Sales Tax RevenuesPhase I - Critical NeedsFiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Total2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 EstimatePolice Department Spending PlanBeginning Police Department Funds Available11,066,846$ 12,430,767$ 12,048,108$ 11,591,171$ 10,801,667$ 9,659,768$ 8,215,517$ 6,445,058$ 4,325,106$ 1,830,573$ -$ Estimated 1/2 cent Sales Tax Revenues 10,010,000$ 9,690,950$ 9,787,860$ 9,885,738$ 9,984,595$ 10,084,441$ 10,185,286$ 10,287,139$ 10,390,010$ 10,493,910$ 10,598,849$ 111,398,779$ COPS Funding 125,000$ 250,000$ 250,000$ 125,000$ 750,000$ Estimated Funds Available - Police Department 21,201,846$ 22,371,717$ 22,085,968$ 21,601,909$ 20,786,263$ 19,744,209$ 18,400,803$ 16,732,197$ 14,715,116$ 12,324,483$ 10,598,849$ 112,148,779$ Proposed ExpendituresPeace Officers 2,964,224$ 3,337,881$ 3,471,441$ 3,586,560$ 3,707,389$ 3,850,485$ 4,001,786$ 4,161,904$ 4,331,505$ 4,511,312$ 4,702,111$ 42,626,598$ 6 Peace Officers (COPS)560,868$ 1,219,446$ 1,303,308$ 1,352,130$ 1,385,190$ 1,540,194$ 1,600,714$ 1,664,762$ 1,732,602$ 1,804,525$ 1,880,845$ 16,044,584 Police Agents1,320,421 1,820,177 1,892,597 1,954,971 2,020,420 2,097,932 2,179,865 2,266,548 2,358,337 2,455,620 2,558,819 22,925,706 Police Sergeants1,228,108 1,280,458 1,328,905 1,369,908 1,412,838 1,464,107 1,518,220 1,575,384 1,635,826 1,699,791 1,767,546 16,281,091 Sworn - non-personnel costs268,841 137,360 19,890 - - - - - - - - 426,091 Civilian Background Investigator98,362 116,318 120,221 123,683 127,525 132,080 136,891 141,975 147,354 153,050 159,088 1,456,547 Community Services Officer157,888 198,295 205,119 211,251 218,054 226,080 234,577 243,582 253,134 263,276 274,056 2,485,313 Digital Forensics Technician II203,853 258,220 266,758 274,277 282,624 292,543 303,001 314,037 325,694 338,018 351,059 3,210,083 Police Comm Systems Manager172,377 187,595 193,535 198,639 204,312 211,118 218,260 225,759 233,641 241,932 250,659 2,337,826 Police Dispatcher783,136 955,491 986,186 1,013,295 1,043,327 1,078,902 1,116,377 1,155,889 1,197,589 1,241,637 1,288,210 11,860,039 Sr Police Technology Specialist160,730 183,957 189,793 194,813 200,393 207,084 214,107 221,483 229,237 237,395 245,985 2,284,977 Civilian Non-Personnel Costs6,896 - - - - - - - - - - 6,896 Computers and other equipment250,000 100,000 100,000 100,000 100,000 - - - - - - 650,000 Police Vehicles, Outfitting, Maint., Fuel, etc.220,000 165,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 835,000 Reimbursement for Support Staff (IT, Fin, HR, City Attorney)375,375 363,411 367,045 370,715 374,422 378,167 381,948 385,768 389,625 393,522 397,457 4,177,454$ Total Police Department Proposed Expenditures8,771,079$ 10,323,609$ 10,494,797$ 10,800,242$ 11,126,495$ 11,528,692$ 11,955,745$ 12,407,091$ 12,884,544$ 13,390,078$ 13,925,835$ 127,608,205$ Ending Police Department Available Funds 12,430,767$ 12,048,108$ 11,591,171$ 10,801,667$ 9,659,768$ 8,215,517$ 6,445,058$ 4,325,106$ 1,830,573$ (1,065,595)$ (3,326,986)$ Phase I - Critical Needs Funding Page 1 Measure A COC Minutes June 11, 2020 MINUTES OF A REGULAR MEETING OF THE MEASURE A CITIZENS’ OVERSIGHT COMMITTEE OF THE CITY OF CHULA VISTA June 11, 2020 Via Teleconference 6:00 p.m. Pursuant to the Governor of the State of California's Executive Order N-29-20, and in the interest of public health and safety during the COVID-19 pandemic, members of the MEASURE A CITIZENS’ OVERSIGHT COMMITTEE and staff participated in this meeting via teleconference. All votes were taken by roll call. CALL TO ORDER A Regular Meeting of the MEASURE A CITIZENS’ OVERSIGHT COMMITTEE of the City of Chula Vista was called to order at 6:02 P.M. by teleconference. ROLL CALL PRESENT: Commissioners Alatorre, Anaya, Ficacci, Hobson, Roberts, Tessitore, Volland, Vice Chair Stucky and Chair Martinez ABSENT: Commissioner Escobedo and Commissioner Guillen ALSO, PRESENT: Police Captain Collum, Fire Chief Geering, Deputy Fire Chief Peter, Deputy Fire Chief Muns, Division Chief Scott, Director of Finance Bilby, City Attorney Googins, Analysis Manager Prendell, Administration Services Manager Alegre CONSENT CALENDAR Chair Martinez called for a two-minute pause to allow members of the public to submit any final electronic comments on items on the consent calendar. Secretary Claudia announced that no electronic comments had been received and no comments had been received via email. 1. APPROVAL OF MINUTES of May 14, 2020 ACTION: Vice Chair Stucky moved to approve the minutes as written. Commissioner Tessitore seconded the motion, and it carried by the following vote: Yes: 9 – Alatorre, Anaya, Ficacci, Hobson, Roberts, Tessitore, Volland, Vice Chair Stucky and Chair Martinez No: 0 Abstain: 0 Page 2 Measure A COC Minutes June 11, 2020 PUBLIC COMMENTS Chair Martinez called for a two-minute pause to allow members of the public to submit any final electronic public comments. Secretary Bravo announced that no electronic comments had been received and no comments had been received via email. [The Municipal Code (Section 2.25.230(B)) requires that the minutes reflect the name and city of residence of persons addressing the board/commission, the title of the subject to which their remarks related, and whether they spoke in support of or opposition to the matter. Members of the public cannot be required to provide their name or city of residence; however, if they elect to do so, it should be reflected in the minutes. Sample formats for recording public comments are listed below.] ACTION ITEMS 2. CONSIDERATION BY THE CHULA VISTA MEASURE A CITIZEN OVERS IGHT COMMITTEE FOR LOAN USE OF MEASURE A – FIRE COMPONENT FUNDS, FOR STARTUP COSTS TO PROVIDE EXCLUSIVE EMERGENCY AMBULANCE TRANSPORT SERVICES WITHIN THE CITY OF CHULA VISTA, THE CITY OF IMPERIAL BEACH AND THE BONITA SUNNYSIDE FIRE PROTECTION DISTRICT COMMENCING ON OR ABOUT APRIL 21, 2021 Fire Chief Geering provided a summary of the staff report. The Fire Department is seeking a vote to accept proposal and endorse a recommendation to city council for a one-time loan of Measure A funds for startup costs for Fire Department Ambulance Based Transport. There are a couple of phases of the startup costs the loan is specific to Phase II. The Phase II loan amount is anticipated to be $4,881,710. Measure A startup funds will directly improve public safety service delivery by bringing ambulance transport under one unified system. It’s anticipated that the system will provide a positive net revenue that will be reinvested towards the EMS system currently being funded by the general fund, and for implementation of system improvements. The loan will be repaid with interest further improving fund balances to be used for Fire Department staffing enhancements. Chair Martinez and called for a two-minute pause to allow members of the public to submit electronic comments on the item. Secretary Bravo announced that one electronic comment had been received and no comments had been received via email. The following public comments were submitted electronically: Lali Sanchez, City of Chula Vista, submitted comments in opposition of using Measure A Funds to hire more police officers/firefighters. Page 3 Measure A COC Minutes June 11, 2020 ACTION: Commissioner Anaya moved to approve proposed motion. Commissioner Stucky seconded the motion, and it carried, by the following roll call vote: Yes: 9 – Commissioner Anaya, Alatorre, Ficacci, Hobson, Roberts, Tessitore, Volland, Vice Chair Stucky and Chair Martinez No: 0 Abstain: 0 OTHER BUSINESS 3. STAFF COMMENTS None 4. CHAIR’S COMMENTS Thanked Chief Geering, Deputy Chief Muns, committee members and staff. 5. COMMISSIONERS’/BOARD MEMBERS’ COMMENTS Commissioner Anaya acknowledged and thanked our City Manager Gary Halbert for his work with the city. Commissioner Tessitore thanked Public Safety for they do for the city. Vice Chair Stucky congratulated Maria Kachadoorian for her appointment as City Manager. ADJOURNMENT At 7:16 P.M, Chair Martinez adjourned the meeting to the next Regular Meeting on July 9, 2020 at 6:00 P.M, in the Community Room, located at the Chula Vista Police Department, 315 Fourth Avenue, Chula Vista, California. ____________________________________ Claudia Bravo, Secretary Page 4 Measure A COC Minutes June 11, 2020 General guidelines & standard statements for minutes: Minutes across the organization should share the same general look and style. They should be reviewed thoroughly and be free of typographical, grammatical, and technical errors. They should be clearly laid out and easy to read and follow. Minutes should follow these basic guidelines: - The style is narrative. - The tone is impersonal and objective. - No descriptive or judgmental phrases should be used (e.g. “a heated debate”). - Always use formal names; never use nicknames or first names. - Always identify individuals with their titles, such as “Commissioner Smith” or “Public Works Director Hopkins” - Use few adjectives and a minimum of pronouns. - Never use the following pronouns: “I,” “you,” “we,” or “our.” Topic Description/example of standard language Abstention Board Member/Commissioner LAST NAME stated he would be abstaining from voting on Item # due to a potential property-related [or other type of conflict] conflict of interest. Dates Spell out dates: Month Day, Year (i.e. May 1, 2012) Item When referring to a specific item (i.e. Item 7), “Item” should be capitalized. In all other cases, it should be lowercase (i.e. “This item was taken out of order…”) Page Format 1-inch margins all around. Times New Roman, 12 pt, with very little or no additional formatting (underline, italics, bold, etc.), text justified. Recess Chair NAME recessed the meeting at 8:01 p.m. The board/commission reconvened at 8:15 p.m., with all members present. Speakers What the speakers say should be recorded as his/her opinion, not as fact. “… stated that the conditions of the City’s roads were poor,” not “… talked about the poor condition of the City’s roads.” The Municipal Code (Section 2.25.230(B)) requires that the minutes reflect the name and city of residence of persons addressing the board/commission, the title of the subject to which their remarks related, and whether they spoke in support of or opposition to the matter. Members of the public cannot be required to provide their name or city of residence; however, if they elect to do so, it should be reflected in the minutes. Staff Always identify individuals with their titles and last name, such as “Public Works Director Hopkins” Technology “Videos,” not DVDs; “Presentation,” not PowerPoint Votes Votes are reflected as numbers in the following format: Yes-No-Abstain (if any). Those abstaining or voting in opposition to the item should be identified following the vote. Absences do not count as votes and therefore shouldn’t be included in the recorded vote. Examples: 5-0 – reflects 5 in favor and 0 opposed 4-0 – reflects 4 in favor, 0 opposed, and 1 absent (absence not represented in vote) 4-0-1, with Commissioner Smith abstaining. – reflects 4 in favor, 0 opposed, and 1 abstaining. 4-1, with Commissioner Smith opposed. – reflects 4 in favor and 1 opposed.