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Home My WebLink AboutAgenda Packet 1995/01/26 AGENDA BOARDS/COMMISSIONS/COMMITTEES ORIENTATION PROGRAM Thursday, January 26, 1995 -- 6:00 p.m. Public Services Building Council Chambers and Conference Room 1 Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . SBVBrly A. AuthBIBt, City CIBrk (time for questions will follow each item) Budget Overview . . . . . . . . . . . . . . . . . . . . .. John D. Gass, City Managor B/C/C Budgets . . . . . . . . . . . . . . . . . . . . . . . .Dawn Horring, Budgat Managar Operating Procedures ... . . . . . . . . . . . . . . . . Savarly A. Autha/at, City Clark and Vicki Soderquist, Deputy Discussion on the following topics: agenda preparation and posting, annual report, attendance policy, economic interest statements, parlimentary procedures, referrals to City Council, voting, and any other topic included in the BICIC Handbook Brown Act and Conflict of Interest . . . . . . . . .&/.rea M. Boogaard, City Attornay Closing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SBVBrly A. AuthalBt, City Clark Time for discussion, questions, and an opportunity for comments from the public regarding matters not on the agenda . - .' SUBJECT: BOARDS, COMMISSIONS, COMMITTEES (BIClc) ABSENCES COUNCIL POLICY CITY OF CHULA VISTA POLICY NUMBER EFFECTIVE DATE PAGE ADOPTED BY: Minute Action 110-03 11-08-94 1 OF 7 I DATED: 11-08-94 BACKGROUND The best local government is one that can deliver its governmental services equitably, efficiently and effectively. It is an inherent part of the culture of the government of the City of Chula VISta to deliver its governmental services in such manner. Equitable government can be achieved, in part, through the involvement of a broad spectrum of persons and ideas in the decision making process. Unfortunately, the broader the spectrum of involvement, the slower the decision making process becomes and efficiency suffers. The City is constantly attempting to balance its desire for involvement and efficiency. As part of its effort to achieve the involvement of a broader spectrum of persons and ideas in the decision making process, the City solicits the input of its Boards, Commissions and Committees ("BIClC') for the conduct of its business of government. The Council will refer matters to its various BIClC's for input prior to decision making, and considers them an integral part of decision making. The efficiency of the City's service delivery efforts suffer when a BIClC is unable to review and return its recommendations to the City Council on matters within their jurisdiction within a reasonable time frame. That "turn-around" time has suffered due to problems associated with absences of members of various boards, commissions and committees ("BIClC'), such problems being the lack of quorums and cancellations of BIClC meetings. A Member's contribution is understood to be without compensation, but despite such fact, has to be undertaken with the seriousness and attentiveness of a quasi-business relationship due to the impact on the City's service delivery system. The City needs to rely on enthused and involved Members to attend and participate in BIClC meetings. PURPOSE Accordingly, the City Council has directed that a policy be initiated which is designed to achieve enhanced attendance at BIClC meetings in order to avoid delays and lack of adequate discussions due to absenteeism. GENERAL POUCY STATEMENT REGARDING ATI'ENDANCE Membership on a BIClC requires Members to make reasonable accommodation in their personal life to be able to devote the time required to conduct the business of the BIClC, with the understanding that exceptional circumstances can arise from time to time in a Member's personal and business life which may prevent their attendance at all meetings. '. COUNCIL POLICY CITY OF CHUIA VISTA SUBJECT: BOARDS, COMMISSIONS, COMMITTEES CB/ClC) ABSENCES POLICY NUMBER EFFECTIVE DATE PAGE ADOPTED BY: Minute Action 110-03 11-08-94 2 OF 7 I DATED: 11-08-94 SPECIAL PROVISIONS I. Mandatory Attendance Requirement for B/C/C with Regular Meetings. A. Scope of Section. This Section I does not apply to specially called meetings of either a B/ClC with a regular meeting schedule, or of a B/ClC which meets intermittently at the call of the Chair. See Section II for policy applicable to all B/ClC's. This Section I applies to the attendance at regularly scheduled meetings of those B/ClC's that are on a regular meeting schedule ('Covered B/ClC'). B. Formation of Subcommittee. There hereby exists a subcommittee of the Council consisting of the Mayor and Mayor Pro-Tempore, which subcommittee shall be designated the Subcommittee on B/C/C Attendance ('Subcommittee'). The Subcommittee shall be charged with performing the duties herein by this policy assigned to them. C. 'Absence'. For the purposes of this policy an absence from a meeting occurs when a member either fails to appear in person at a meeting, or fails to be in attendance at the meeting sufficiently to address a substantial portion of the agendized business before the B/C/C at the meeting. Any ambiguities created by partial attendance at a meeting shall be referred to and resolved by the Subcommittee. D. Thresholds Established for B/C/C with Regular Meetings. 1. Projected Annual Number of Regular Meetings. For the purposes of applying the percentage attendance requirements hereinbelow set forth, the B/C/C's shown on Exhibit 1 shall have the Projected Annual Number of Regular Meetings ('PANRM') for a City fiscal year set forth adjacent to the name of their B/ClC. The City Clerk shall have the authority, and upon direction of the City Council, the duty, to calculate and set or revise the Projected Annual Number of Regular Meetings shown on Exhibit 1 for a given B/ClC. a. In revising the PANRM, scheduled 'dark' meetings shall not be included By way of example, a B/ClC which meets once each month with 1 regularly scheduled 'dark' meeting in December shall have 11 Projected Annual Number of Regular Meetings. 2. Removal for 25% ofPARNM Unexcused Absences. A member of a Covered B/ClC which has been absent from 25% of the PANRM, or Projected Annual Number of Regular Meetings, without excuse (as excuses are herein permitted to be granted, below), shall be reviewed by the Council Subcommittee hereinbelow created for the ADOPTED BY: Minute Action COUNCIL POLICY CITY OF CHULA VISTA POLICY EFFECTIVE NUMBER DATE PAGE 110-03 11-08-94 3 OF 7 I DATED: 11-08-94 SUBJECT: BOARDS, COMMISSIONS, COMMITTEES (B/ClC) ABSENCES purpose of determining if the Notice was provided to the member in the manner berein provided. If the Subcommittee determines that the Notice was so provided, they sball remove the member automatically. If the Subcommittee determines that the Notice was not provided, they sball bave the authority to review and, in their discretion, remove the member from membership on the B/ClC. If removed by action of the Subcommittee, the Mayor sball so notify all Councilmembers and the member, and the removal sball be effective on delivery of notice by the Mayor. a. The B/ClC shall notify the City derk and Mayor immediately upon violation of this mandatory attendance requirement, and upon such notice, the Mayor shall convene the Subcommittee. The City derk shall immediately commence any posting requirements once the Subcommittee determines that a member bas violated the attendance requirements of this policy applicable to recruiting to fill the vacant position. 3. 25% PARNM Excused Absences; 34% PARNM Total Absences--Referral to Subcommittee. A member of a Covered B/ClC which bas been absent from 25% of the PANRM with excuses (as excuses are herein permitted to be granted, below), or 34% of the PANRM with or without excuses shall bave the matter of the member's continued membership on the B/ClC referred to a Subcommittee with a recommendation from the B/ClC as to the member's continued membership on the B/C/C. E. Authority of Council Subcommittee. When such referral has, or should have been, made to the Subcommittee, said Subcommittee sball thereupon bave the power to evaluate the member's continued membership on the B/ClC, and to direct the removal of the member from membership on the B/C/C or ber or his continuation as a member. Upon the issuance of a decision by such Subcommittee that a member shall be removed, the Subcommittee shall notify all Councilmembers and the City derk. The decision of the Subcommittee sball be final and effective upon issuance of the decision by the Subcommittee. F. Special Meetings of B/ClC's with a Regular Meeting Schedule. The attendance of a Member at all specially called meetings of a Covered B/ClC is encouraged to the same extent as Exempt B/C/C's set forth hereinbelow (Section II). However, the absence of a Monthly or Bi-Weekly B/ClC Member at such specially called meetings sball not count against the Member in the determining compliance with this Section I. G. Meetings Cancelled for Lack of Quorum. The absence of a Member from a regular meeting which has been cancelled due to the lack of the assembly of a quorum of its members shall count against the attendance record of the Member unless the Member appeared at the meeting site or unless the Member was instructed not to COUNCIL POLICY CITY OF CHUlA VISTA SUBJECT: BOARDS, COMMISSIONS, COMMITTEES CB/C/C) ABSENCES ADOPTED BY: Minute Action POLICY EFFECTIVE NUMBER DATE PAGE 110-03 11-08-94 4 OF 7 I DATED: 11-08-94 attend by an appropriate authority (the Commission Secretary),. as in the case when there were sufficient other members who indicated in advance their inability to attend the meeting, and as a result of such notice, the Chairperson or Commission Secretary acting on the Chair's behalf, instructed the remaining members a quorum would not be available to hold the meeting. At the next meeting, the B/C/C shall determine who shall be charged with absences, and determine if they warrant excuses. II. Attendance Policy for Exempt B/C/C's. A. Scheduling of Exempt B/C/C Meetings. An ElIempt B/C/C, or a covered B/C/C holding a special meeting, should be diligent to schedule special meetings (i.e., non-regular meetings) at times that can achieve the greatest possible attendance while giving due regard to the need of the B/C/C to conduct the business with which they are charged. In that regard, as a formalized part of every agenda for a B/C/C, prior to the conclusion of each meeting, the Members should deliberate on the upcoming demands for service (without deliberating on the subject matter) and timing of their next meeting if such is expected to be a special meeting. For those Members who are not in attendance during such discussion, efforts should be made by the Chair, the Secretary or staff liaison to contact the absent Member prior to the meeting as to their availability for subsequent meetings. B. Minimum Attendance Strongly Encouraged. As to Exempt B/C/C's or special meetings of Covered B/C/C's, attendance is strongly encouraged at a minimum of at least 75% of all meetings, including specially called meetings, workshops and conferences, called during the City's fiscal year oral or written notice of which has been given to the Member at least 15 days in advance. III. Duties of B/C/C Regarding Attendance of Members. A. Tracking Attendance Each B/C/C shall be required to keep track of the attendance of their members. B. Designating a Contact Person The Commission Secretary shall be the designated person whom Mem bers should call if they determine that they will be unable to attend a meeting of their respective B/C1C. The Commission Secretary should have and continuously operate a telephone message answering device. .. . c COUNCIL POLICY CITY OF COUlA VISTA SUBJECI': BOARDS, COMMISSIONS, COMMfITEES (B/C/c) ABSENCES POLICY EFFECTIVE NUMBER DATE PAGE 110-03 11-08-94 5 OF 7 I DATED: 11-08-94 ADOPTED BY: Minute Action C. Calling in Expected Absences. In the event that a Member is unable to attend a meeting of a B/C/C to which they belong, such Member should make a diligent effort to advise the Commission Secretary of such expected absence as soon in advance as possible after learning of the circumstances that give rise to their inability to attend so as to permit the B/C/C to make other plans for the scheduling of the meeting--as in the case it appears that a quorum will not be obtained at the meeting. 1. In determining to grant excuse for a given absence, the B/C/C should consider, among such other circumstances as are appropriate, the courtesy shown by giving the B/C/C, through the Commission Secretary, or otherwise, notice of their inability to attend a Noticed Meeting. D. Duty to Report to Clerk and Council. B/C/C shall determine and conclude, by majority vote, entered in the minutes of the meeting at which such vote is considered, that the Mandatory Attendance Requirement has been violated by a Member as soon as reasonably practicable after such violation occurs, and shall transmit record of such fact immediately and forthwith to the Ciry Clerk, who shall call the Subcommittee to review the matter under Section I. IV. Authority of the B/C/C to Grant Excuses for Absences. Each B/C/C shall have the authority to excuse the absence of a Member from a Noticed Meeting within the limits and parameten hereinbelow specified or as additionally approved, from time to time, by the City Council: A. Illness of the Member, a family member to the Member, or a penonal friend of the Member. B. A business commitment of the Member that is likely to interfere with the attendance of the Member at the Noticed Meeting. C. A previously scheduled vacation of the Member, notice of which was provided to the B/C/C, or Chair, or Commission Secretary in advance of the Noticed Meeting. D. Attendance of the Member at a funeral, religious service or ceremony, wedding, or other similarly significant event. E. Any other reason for which notice has been given of a Member's unavailability 15 days in advance, as long as the unavailability is not expected to last for longer than 30 days. ~ ...,. COUNCIL POLICY CITY OF CHULA VISTA SUBJECT: BOARDS, COMMISSIONS, COMMITTEES (B/C/C) ABSENCES POLICY NUMBER EFFECTIVE DATE PAGE ADOPTED BY: Minute Action 110-03 11-08-94 6 OF 7 I DATED: 11-08-94 F. 'Acts of God.' However, in granting such excuses, the BIC/C should be guided, in part, by the consideration, at the time of granting the excuse, that the Member may be disabled from eventual, long-term participation in the B/C/C. If extended illnesses or long term vacations are imminently likely to prohibit the Member from attending the Meetings of the BIC/C, the Member should consider resignation from the BICIC as in the best interest of the City, and the BIC/C should give due consideration to not granting excuses for individual absences. In such cases, the best interests of the City require a more involved participation without regard to the personal circumstances, however regrettable they may be, of the Member. A BICIC should not abuse the authority to grant or deny excuses by granting or denyiog it for political reasons, or reasons associated with spite or personality conflicts. All other things being equal, a BICIC should honor the request of a member who has notified the BICIC in advance of their expected absence and desire to be excused when a qualifying reason has been tendered, which shall be deemed to be an implied request for excuse, unless a different intent is expressed by the member. Excuses should be granted officially on motion approved by majority vote of the BICIC either at the meeting where the absence occured, or at the first meeting thereafter attended by the absent member, in the manner herein permitted, and such excuse has been noted in the minutes of the meetings of the B/C/C. I i v. Specific Implementation Procedures Relating to Absences. A. Any member who has missed 1/2 of their permitted absences under the Mandatory Attendance Requirement should be given written notice of such fact by the secretary or the chairman of the B/C/C. However, failure to give such notice shall not void the operation of this policy, but may be taken into consideration by the Subcommittee in exercising the removal power. B. In July of each year, the secretary shall submit to the City Cierk a record of attendance. This attendance record will note the attendance levels for the each of the members for the preceding fiscal year - July 1 - June 30. This annual report is not intended to diminish in any way the requirement for immediate determination and notification to the City Clerk and Council of a violation of the Minimum Attendance Requirement by a member, as noted above. VI. This policy shall become effective as to aJI parts except the Mandatory Attendance Requirement beginning January 1, 1995, and as to the Mandatory Attendance Requirement on July 1, 1995, and shaJI remain effective thereafter until modified by the Council. ORIGINAL RESOLlmON ADOPTING TIUS POUCY WAS RESOLunON NO. 13737 APPROVED 08/16/88 AND REVISED BY MINUfE ACfiON ON 2/16193. ~ ... w COUNCIL POLICY CITY OF CHULA VISTA SUBJECT: BOARDS, COMMISSIONS, COMMrrrEES (B/GlG) ABSENCES POLICY NUMBER EFFECTIVE DATE PAGE ADOPTED BY: Minute Action 110-03 11-08-94 7 OF 7 I DATED: 11-08-94 EXHIBIT 1 PROJEcrED ANNUAL NUMBER OF REGULAR MEETINGS Aging 12 library Board 12 Appeals & Advisors 12 Otay Valley Road PAC 24 Child Care 12 Parks & Recreation 12 Civil Services 12 Planning Commission 36 Cultural Arts 12 Resource Conservation 24 Design Review 24 Safety 12 Economic Development 12 Southwest PAC 12 Housing Advisory 12 Town Centre PAC 24 Human Relations 12 Veterans Advisory 12 International Friendship 12 Youth 12 ~ ,(>i.. Iii: ~ (') !': -- .............:.:........ (') -.,. z . . f.> ~ ~l it ( ........ ;;.. II~; ......... ~!~ > ............ >> .( I ..... ........ ..... .> .................... "> Iii. L~ ...... ..........> i ............................... > (>> ,;;; ~~ <":l . !i. ( ~ ................. :::-~ t 111~( Il~i/ ~. ... .....n !l .....l'tl .. '? ~ ....i ~~ ~ IS> Q, > ~ "..... .... i / ..... ..>.........i.......... II lit...... :... i. .. Ie; > ....... > r ; =.............. ;b....> lIs.;;: c:: Iii Iii "rl _. '1:tI [ .. . a ~ 1/.. Q ... ... II .i ..... ~~ ~ l'l l'l .... .. .. -D ~ ~ 0\ ." , AFTER WORKING HOURS/SPECIAL SET-UP CONFERENCE ROOM RESERVATION ADVISORY FORM LOCATION: (CHECK THOSE THAT APPLY) TO RESERVE, PHONE: CONFERENCE ~ CONFERENCE 0 ROOM 1 ROOM 2 BUILDING and HOUSING CONFERENCE 0 X 5007 ROOM 3 CITY COUNCIL 0 CITY CLERK CHAMBERS X 5041 CITY COUNCIL 0 MAYOR'S SECRETARY CONFERENCE ROOM X 3024 PARKS AND RECREATION 0 PARKS and RECREATION CONFERENCE ROOM X 5071 CONFERENCE 0 ENGINEERING ROOM 5 X 5021 CITY ATTORNEY'S 0 CITY ATTORNEY LIBRARY X 5037 DEPARTMENT REQUESTING RESERVATION: .~~ .u.t'...I':'L...... DATE: . .1.4.:-1'1:1';1 CONTACT PERSON/PHONE: . .~Q-.r.~.~................/ X ... ~.O.Y.1......... DATE OF EVENT: .. ~ L-:Z- J..q ~ ~ NUMBER OF PEOPLE EXPECTED: ... 'l. 0.-:. . . . TIME: MEETING BEGINS AT .\O\oa..@/PM), AND ENDS AT . 1 0.:. c.x). . (AM@ SPECIAL SET-UP INSTRUCTIONS FOR PW/OPS BUILDING SERVICES DIVISION*: ........... z... k.~w...:+. C\.:.t:';(.~.. .<?-Yw...\.~. .-t-. .0V:<.r.y)J'Hnq... ,;...... .~\.~.... .~1-.r......................................................................................................... * In the event of a custodial emergency during the meeting, the custodial staff can be contacted by pager from any phone by dialing: (9) 973-7503; wait for the warble tone, then insert your phone number. Staff will return your call within 10 minutes. ~ ROUTING INSTRUCTIONS II ORIGINAL COPY TO CLIENT DEPARTMENT PROVIDE COPY TO PUBLIC WORKS/OPS BUILDING SERVICES DIVISION NO LATER THAN f.DAYS NOTICE PRIOR TO MEETING THANK YOU! PIJ-403 \ PARLIAMENTARY POINTERS Why Do We Need Parliamentary Procedure? 1. To provide for the orderly transaction of business, one item at a time. 2. To protect the rights of the individual. Every b/e/c member has the right to propose, oppose, persuade, discuss, to nominate and to be-nominated, and VOTE. 3. To establish the will of the majority. The final decision of the group is based on a vote of the majority of members. 4. To protect the rights of the minority. The minority has a right to expect courtesy and justice and to be heard. Knowledge of parliamentary law enables a member to participate effectively in b/e/c meetings. GENERAL INFORMATION As the leader of your b/c/c, you should have a workable knowledge of parliamentary law and procedures as well as be familiar with the objectives and roll and functions of your b/e/c. Roll and Functions for each b/c/c is included in the B/C/C Handbook. Presiding Officer's Powers and Duties. A. Boards and commissions are governed by the same rules and regulations by which the city council is bound in the conduct of public meetings. These rules and regulations can be found in Section 2.04 of the Municipal Code. If anyone would like a copy, please contact the Clerk's Office and a copy will be sent to you. B. Participation: The presiding officer may move, second, debate, and vote from the chair. S/he shall not be deprived of any of the rights and privileges of a b/c/c member by reason of this action as presiding officer. C. Questions (motions) to be stated: The presiding officer, or such member of the city staff as s/he may designate, may verbally restate each question (motion) immediately prior to calling for the vote. Following the vote, the presiding officer shall announce whether the question (motion) carried or was defeated. The presiding officer in his/her discretion may publicly explain the effect of a vote for the audience, or s/he may direct a member of the city staff to do so before proceeding to the next item of business. . D. Maintaining order and decorum: The presiding officer shall be responsible for the maintenance of order and decorum at all meetings. -1- ~ . E. Signing of documents: The presiding officer shall sign all resolutions, contracts, and other documents necessitating his/her signature which were adopted in his/her presence, unless s/he is unavailable, in which case an alternate presiding officer may sign such documents. Citizens Right to Address a B/C/C. Section 310 of the Charter guarantees the right of citizens to present grievances at any regular meeting of the city council or b/c/c; therefore, every person in attendance shall have the absolute right to address the b/c/c during consideration of items under the following headings of business upon obtaining recognition by the presiding officer: A. Public hearings: Interested persons or their authorized representatives may address the b/c/c while a matter is open to public hearing in regard to remarks or questions relevant to the matter under consideration. B. Communications: Any person in attendance may address the b/c/c by oral communications on any matter concerning municipal business over which the b/c/c has influence or control. C. Limited right to address the b/c/c: In order to facilitate the conduct of the business of the city and to insure that comments of citizens are received by the b/c/c at the appropriate time when matters are under consideration by the b/c/c, any interested person may request permission from the presiding officer to address the b/c/c relevant to the subject matter under consideration. Such request should, whenever practicable, be made prior to a motion being made on the subject. The presiding officer shall not permit any communication, written or oral, to be made or read where it does not bear directly on an agenda item then under discussion. -2- The most important tool in conducting an orderly meeting is an agenda which staff presents to you. The agenda is an itemized order to business suited to your particular b/e/c. A sample follows: CALL TO ORDER The Chair takes his/her place, makes certain other members are also in place, taps the gavel once, waits until the membership is quiet, then states, "The regular (special or adjourned) meeting of the (name of oarticular b/e/c) will come to order." ROLL CALL The Chair states, "Will the secretary please call the roll." The names of those present shall be entered in the minutes. An excused absence must be called in to the secretary or chair prior to the meeting and recorded in the minutes as excused or unexcused by a vote of the b/e/c using the B/C/C Attendance Policy Guidelines. APPROVAL OF MINUTES The minutes may be approved without reading them if the secretary has previously furnished each b/c/c member with a copy beforehand. The Chair states: "Are there any corrections to the minutes?" (Chair pauses) "If not, do I have a motion for approval?" If there are corrections, the Chair states: "Do I have a motion to approve the minutes as amended?" UNFINISHED BUSINESS It is more appropriate to call this section Unfinished Business instead of Old Business. No person shall address or question a b/c/c member or city official without the prior consent of the presiding officer. The presiding officer shall not permit any communication, written or oral, to be made or read where it does not bear directly on an agenda item then under discussion. Each person addressing the b/e/c shall step up to the microphone, give his/her name and address for the record and shall limit his/her address to five minutes for business items and three minutes for oral communiCation unless further time is granted by the presiding officer. All comments shall be addressed to the b/c/c as a body and not to any member thereof. No person, other than a b/c/c member and the person having the floor, shall be permitted to enter into any discussion without the permission of the presiding officer. -3- NEW BUSINFSS The same rules and procedures apply as listed under Unfinished Business. ORAL COMMUNICATIONS This is a time when anyone from the public may raise any issue not on the agenda. However, this is not the time for the b/c/c to discuss the item. It can be referred to staff to place on a future agenda for discussion, or the item can be filed (no further action to be taken). OTHER BUSINFSS CHAIR REPORT(S) This is the time when the Chair can discuss items s/he has placed on the agenda for discussion. Or, s/he can request an item be placed under his/her comments for a future agenda. MEMBERS REPORT(S) This is. the time when members can discuss items they have placed on the agenda. Or, they can request an item be put under their comments for a future agenda. ADJOURNMENT Chair states: "Is there any further business to come before the blclc?" (pause) "Hearing none, the meeting is adjourned. " Any meeting may be adjourned to a time, place, and date certain but not beyond the next regular meeting. Once adjourned, the meeting may not be reconvened. Meetings may be adjourned by the presiding officer by a simple declaration thereof in the absence of a protest by any member of the blclc. Meetings may also be adjourned upon the making and seconding of such a motion in accordance with the procedures on motions established by this chapter. -4- PROCEDURES FOR MOTIONS MOTIONS: A motion is the formal statement of a proposal or question to the b/c/c for consideration and action. Every b/c/c member has the right to present a motion. A motion is generally not to be considered as a legislative action of the blclc but is in the nature of direction or instruction; however, a motion will generally suffice unless a resolution is specifically called for by law or unless there is some reason for desiring the particular action to be formalized by a separate instrument. In most cases, a resolution is little more than a formal motion set forth in a formal document. QUESTIONS: A question is a subject or point of debate to be voted on in a meeting; a motion. Procedure for Presenting a Main Motion1 (question): A member addresses the Chair The Chair recognizes the member The member makes the motion (question) Another member seconds the motion The Chair states the motion (question) The Chair asks for discussion; members debate The Chair states the motion (question), and the members vote The Chair announces the result of the vote Process of Amending the Main Motion (Question): During the discussion, the main motion (question) may be modified or changed in the following ways: Insert a word or words Strike out a word or words Strike out and insert a word or words 1 The "Main Motion" is the lowest in rank. See Subsidiary Motions on page 6 for the ranking order of motions. -5- Sug:!!ested Phraseology for amending a motion (question): A member (after recognition by the Chair) states, "I move to amend the motion (question) by " The motion must be seconded. Chair states: "It has been moved and seconded to amend the motion by r{Chair restates the motion (question)l. The Chair asks, "Is there any discussion?" (debate must be confined to the merits of amending). First step is to approve the amendment to the original main motion: Chair states: "The current motion (question) is to amend the original main motion by (Chair states the amending motion under consideration); all those in favor say aye, those opposed say no. If the ayes have it, the amendment is adopted. The second step is to approve the original main motion as amended: The the Chair states, "The question (motion) is on the original main motion as amended that (Chair state the amended orieinal motion under consideration). Please vote." The Chair announces the result of the vote; Or if the motion fails, the Chair states, "The noes have it, the motion to amend fails. The question (motion) is on the original main motion that {Chair states the original main motion. Please vote. The Chair announces the result. Sugeested Phraseology for a substitute motion (question): A substitute motion is to strike out one motion and substitute it with another. The process is similar to an amended motion. A substitute motion requires a second, and if passed, it replaces the original main motion under consideration. . Subsidiary Motions: There are seven motions called Subsidiary Motions listed in the Municipal Code, which may be made while an original main motion is pending. These motions must be acted upon ahead of an original main motion as they have a direct bearing on the original main motion. By their use, an original main motion may be rejected, amended, referred to a committee, postponed to a certain time, debate may be limited or closed, or the original main motion may be laid on the table. Thus, subsidiary motions are motions that may be applied to or have reference to an original main motion. -6- To avoid confusion, subsidiary motions are assigned a rank, or order, in which they may be made. While a lower one on the list is pending, all motions listed above it are in order at that time, but all listed below it are out of order. The subsidiary motions are listed as follows from the highest rank to the lowest rank: 1. Postpone temporarily (lay on the table or table): Purpose: To set aside, on a temporary basis, a pending main motion provided that it may be taken up again for consideration during the current meeting or at the next regular meeting. It is also referred to as a motion to lay on the table. Debatable or amendable: It is debatable but not amendable. 2. Previous question: Purpose: To prevent or stop discussion on the pending question or questions and to bring such question or questions to vote immediately. If the motion passes, a vote shall be taken on the pending motion or motions. Debatable or amendable: No 3. Limit or extend debate: Purpose: To limit or determine the time that will be devoted to discussion of a pending motion or to extend or remove limitations already imposed on its discussion. Debatable or amendable: Not debatable; amendments are restricted to period of time of the proposed limit or extension. 4. Refer to committee or staff: Purpose: To refer the question before the blclc to a committee or to the city staff for the purpose of investigating or studying the proposal and to make a report back to the b/e/c. If the motion fails discussion or vote on the question resumes. Debatable or amendable: Yes 5. Substitute (sometimes referred to as a type of amended motion): Purpose: To strike out one main motion and insert another main motion in its place which may be done so long as it is related to the subject of the original motion. Debatable or amendable: The substitute motion is left unacted on until ble/c members have the opportunity to perfect the main motion by amendments if desired. The substitute motion is debatable and subject to amendment. After amendments have been offered, the substitute motion is voted upon and, if adopted, strikes the main motion. -7- 6. Amend: Purpose: To modify or change a motion that is being considered by the ble/c so that it will express more satisfactorily the will of the members. If the motion passes then the main motion should be voted on as amended. Debatable or amendable: It is debatable unless applied to an undebatable main motion. It is amendable. 7. Postpone indefinitely: Purpose: To prevent further discussion and voting on the main motion. If the motion fails, discussion and voting on the main motion resumes. If it passes, the subject of the main motion shall not be brought up again for the remainder of the meeting or the next regular meeting. Debatable or amendable: It is debatable but not amendable. Reconsideration or Rescission of Prior Action After motion and vote by the ble/c, such action may be reconsidered or rescinded only in the following manner: A. A motion to reconsider a vote on a main motion shall always be in order at the same meeting. The motion to reconsider is amendable and debatable. Such motion can be made by any ble/c member regardless of how he previously voted on the matter. If the motion is to reconsider passes, the effect thereof is to overrule and cancel the prior action. B. A motion to rescind (repeal, cancel, nullify) prior blclc action on a main motion shall be in order at any meeting of the b/e/c. The effect of rescinding prior blclc action shall operate prospectively only and not retroactively to the date of the original action. That is, it shall not operate to adversely affect intervening legal rights which create an estoppel situation. c. A lost motion is one that fails to receive the necessary number of votes to carry. Tie votes result in a lost motion. Lost motions may be renewed at any subsequent blclc meeting. To revive a lost motion at the same meeting, the proper action is a motion to reconsider discussed in this section. D. Any member shall have the right to have his reasons for his dissent from, or protest against, any action of the ble/c entered in the minutes. C:\WP511BOARD&COIPARLIAME.DOC -8- MEMORANDUM DATE: November 8, 1994 TO: B/C/C Secretaries FROM: Beverly A. Authelet, City CleY SUBJECT: B/C/C Workshop I will be holding a workshop for BIClC members on Thursday, January 26, 1995. The meeting will be held in the Council Chambers at 5:30 p.m. Although everyone is encouraged to attend, it is essential that all new B/C/C members and all Chairs attend. This year we will be addressing issues such as: how to conduct a meeting, attendance policy, conflict of interest, and the Brown Act which has been recently revised. Time will be allowed for questions and concerns from B/C/C members. I would appreciate it if you would add this to the announcements of your B/C/C during November, December, and January. Formal announcements will be mailed early January. However, because we are insisting on attendance by Chairs and new members, it is essential that people get this on their calendars as soon as possible and be reminded of its importance. cc: City Council Vicki Soderquist I I I I I I I I I I I I I I I I I I I BOARDS AND COMMISSIONS HANDBOOK MAYOR: Shirley A. Horton CITY COUNCIL: Robert P. Fox John S. Moot Stephen C. Padilla Jeny R. Rindone CITY MANAGER: John D. Goss CITY CLERK: Beverly A. Authelet CIlY ATTORNEY: Bruce M. Boogaard January 1995 . I I I I I I I I I I I I I I I I I I I TABLE OF CONTENTS INTRODUCTION ..........,.......,.......................... HISTORY OF CHULA VISTA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CIlY GOVERNMENT CITY COUNCIL AND MAYOR .................................... OFFICERS APPOINTED BY CITY COUNCIL. . . . . . . . . . . . . . . . . . . . . . . . . . . City Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . City Attorney . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . City Clerk ......... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . OPERATING DEPARTMENTS .................................... Assistant City Manager/Deputy City Managers ................... Building and Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Community Development .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finance/Purchasing ...................................... Fire ................................................. Library ............................................... Management and Information Services . . . . . . . . . . . . . . . . . . . . . . . . . Nature Interpretive Center ................................. Parks and Recreation ..................................... Personnel ................'............................. Planning . . . . . . . . . . . . . . . . . . . . , . . . . . . . . . . . . . . . . . . . . . . . . . Police . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , . . . . . . . . . . . . . . . . . Public Works . . . . . . . . . . . , . . . . . . . . . . . . . . . . . . , . . . . . . . . . . . . 1 1 5 5 5 6 6 6 6 6 7 7 7 7 7 8 8 8 8 9 9 BOARDS, COMMISSIONS, COMMITTEES GENERAL OPERATING GUIDELINES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Attendance ............................................ Business Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Code of Ethics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Conflict of Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Eligibility ............................................. Terms of Office ......................................... Vacancies ............................................. ORGANIZATION AND OPERATING PROCEDURES ..................... Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Annual Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appeals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appointment of Chair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Budget ............................................... Meeting Places . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Referrals to City Council . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Secretarial Service ....................................... Voting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . RALPH M. BROWN ACT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . - ... - 11 11 12 13 13 14 15 15 15 17 17 18 18 18 18 18 19 19 19 21 - - - ... ... - ... ... - ... - ... - ... - - I I I I I I I I I I I I I I I I I I I SPECIFIC ROLES AND FUNCfIONS OF CITI BOARDS, COMMISSIONS, AND COMMITfEES Access Appeals Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Aging (Commission on) ........................................ Appeals and Advisors (Board 00 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Charter Review Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Child Care Commission ........................................ Civil Service Commission ....................................... Cultural Atts Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Design Review Committee ...................................... Economic Development Commission ............................... Ethics (Board 00 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Growth Management Oversight Commission . . . . . . . . . . . . . . . . . . . . . . . . . . Housing Advisory ............................................ Human Relations Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . International Friendship Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . library Board of Trustees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mobilehome Rent Review Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Otay Valley Road Project Area Committee ........................... Parks and Recreation Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Planning Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Resource Conservation Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Safety Commission ........................................... Southwest Project Area Committee ................................ Town Centre Project Area Committee .............................. United Nations Day Committee Veterans Advisory Commission Youth Commission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Citizen Advisory Committees .................................... 24 24 25 25 26 26 27 28 28 29 30 31 32 32 32 33 33 34 34 35 35 3S 36 37 38 39 39 ROLE OF BOARD, COMMISSION, AND COMMITIEE MEMBERS GENERAL GUIDELINES ........................................ GUIDELINES FOR CONDUCT OF MEETINGS .. . . . . . . . . . . . . . . . . . . . . . . . Parliamentary Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Presiding Over Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Important Points to Remember .............................. PARTICIPATION IN POLITICAL ACTIVITIES . . . . . . . . . . . . . . . . . . . . . . . . . . - "" "" 40 44 44 45 46 46 - "" "" "" "" "" "" "" "" "" "" - "" .. "" "" I I I I I I I I I I I I I I I I I I I "None of us is better than all of ustoo.commissions w/,ich utilize all the resources among its members will salve problems. render decisions. and make accomplis/llnents of a quality that exceeds the best of any individual in the group.' Anon. INTRODUCfION Today, more than ever, the public is demanding a greater voice in the determination of policies at all levels of government. The City of Chula Vista has established a number of standing city boards, commissions, committees, and special citizen advisory committees to review city programs and special community problems. Such vehicles provide invaluable public input into the city government and facilitate higher quality decisions. This handbook for board, commission, and committee members has been prepared to provide a statement of the policies and guidelines governing the role and operation of city boards, commissions, and committees and their respective responsibilities. Initially, background on the history, government, and administrative organization of the city are provided in this handbook to provide commission members with basic perspectives of Chula Vista. The handbook covers general operating guidelines for all city boards, commissions, and/or committees and specific scopes of responsibility of each. The most important sections of the handbook deal with the role and authority of the boards, commissions, committees, and the duties of individual commission members. These guidelines should aid commission members with their voluntary efforts. HISTORY OF CHULA VISTA Chula Vista today is a dynamic municipality lying midway between the City of San Diego and the Mexican border. Chula Vista is now San Diego County's second largest city with a population of more than 146,000 and 21st largest city of 450 California cities. The South Bay area was first inhabited by a clan of Diegueno Indians that were prevalent throughout the region. The arrival of the Spaniards in the mid-1700s had a great impact on the Diegueno Indians. Land that once belonged to them fell into the hands of the newly arrived Conquistadors. The first ownership of the conquered lands went to the Catholic Church, but later the King of Spain awarded land grants to individuals and subsequently the Mexican Government came into possession of large parcels of land in the area. In 1845, the last Mexican Governor of California granted "Rancho de la Nacion" to John Forster. The 42 square mile Rancho included all of Chula Vista, National City, Bonita, and Sunnyside. In 1846, California became an United States territory, and statehood was granted in 1850. In 1868, the Kimball brothers, Frank, Warren, and Levi, purchased the Rancho for $30,000. The South Bay area began its development when Frank Kimball -1- .. commissioned Colonel W. D. Dickinson to design the town site which is now Chula Vista. People began to build homes, and citrus groves soon appeared where there once was rolling mesa land. Chula Vista became the center of the nation's lemon industry, and a port was developed in what later would become National City. ... ... In 1886, work began on the Sweetwater Dam to meet the demand for water, and in 1888, a railroad line running from San Diego through Chula Vista to San Ysidro was completed. During these years, Chula Vista experienced rapid growth, and many people moved here to enjoy the fine land and pleasant weather. The growth rate slowed during the 1890s and early 1900s, and city residents turned their minds to the business of starting schools, libraries, municipal services, and the creation of a real community. Chula Vista incorporated in 1911 with a population of 550 people, most of whom were lemon growers. World War I brought Chula Vista its first manufacturing industry, the Hercules Powder Plan, located on the bayfront at the foot of "D" Street. With the advent of World War II, the lemon production declined and manufacturing increased. In 1941, Rohr Aircraft Corporation moved its plant from San Diego to Chula Vista and still maintains its original site at the foot of "H" Street. New homes began replacing lemon groves, and the population in the years 1940 through 1948 grew from 5,250 to 16,505. ... ... ... ... ... During the 1950s, 1960s, and 1970s, Chula Vista experienced a period of significant growth and an increase in private public improvements. The population rose from 16,505 in 1948 to 83,400 in 1980 and to more than 86,000 in 1983. A new city hall was constructed in 1951. Between 1970 and 1979, city hall was remodeled and expanded into a civic center complex consisting of an administration building, the police facility, a new library, a public services building, and a central plaza area. The municipal court house adjacent to city hall was converted to legislative offices in 1983. The South Bay County Regional Center located at the southwest comer of Third Avenue and "H" Street housing the municipal court and related facilities completed construction in March 1982. ... - ... - At the Municipal and District General Election held on November 5, 1985, the electorate of the former Montgomery Fire Protection District voted in favor of annexing the community known as "Montgomery" to the city by a vote of 2,136 (62.20%) to 1,298 (37.80%). Six neighborhoods comprised the 4.5 square mile area of approximately 23,000 people which included: Broderick Acres, Castle Park, Harborside, Gtay, West Fairfield, and Woodlawn Park. A seven-member Montgomery Planning Committee was also established at this election to help insure a smooth transition and to help resolve planning issues related to the area. ... ... .. A Nature Interpretive Center was constructed on Gunpowder Point, and Chula Vista's first sand beach was opened to the public in 1987. With monetary assistance from the city, a joint Girls'/Boys' Club also opened in the southeastern section of the city. Redevelopment of the Town Centre (downtown Third Avenue), and the Bayfront--Chula Vista Harbor and RV Parknadded considerably to the growth and expansion of the city. Construction to expand the city's regional shopping center at Fifth Avenue and "H" Street broke ground in 1987 and expanded again in 1993. .. ... ... -2. ... I I I I I I I I I I I I I I I I I I I As the City continued to grow and develop, other milestones occur. In i 989, the City Council approved agreements with EastLake Development Company for the development of an Olympic Training Center to be located near the lower Otay Reservoir. In mid-1992, the city was awarded a grant to build a new branch library at Third and Orange Avenues; and approved the development of a Kaiser Hospital to be located off Otay Lakes Road within the EastLake development. In late 1992, in an attempt to improve the city's tax base, the City Council approved a change in land use of fifty-five acres from industrial park to cqmmercial usage on East H Street in order to create the "Power Center," a development consisting of Home Depot, K-Man, and Price Club. Also, in 1993, final approval was given to proceed with the development of the Auto Park located on East Main Street. During 1994, several projects were completed such as the opening of the Auto Park and "Power Center." Construction began on the new South Chula Vista Library located at the intersection of Orange and Fourth Avenues. The joint Otay Ranch project was approved by both the City Council and the County Board of Supervisors. Also, the Telecommunication Center located in the EastLake Business Center opened followed a few months later with another telecommunication center on Fourth Avenue in downtown Chula Vista. With the growth that Chula Vista has experienced in the past four decades, many steps have been taken to promote quality commercial and residential development, while at the same time preserving the environmental and aesthetic quality of the communitY. Conscientious board, commission, and committee members are essential in attaining this goal of preserving the city's attractive residential environment without discouraging economic development. -3- BIalik Pagt' -4- I I I I I I I I I I I I I I I I I I I CITY GOVERNMENT CITY COUNCIL AND MAYOR The City of Chula Vista is governed by a five member city council consisting of four council members and a mayor. The council is elected at-large by seat number for staggered four-year terms in November of even-numbered years. Regular meetings of the City Council are held on Tuesdays in the Council Chamber. The first meeting of the month is held at 4:00 p.m. while the second, third, and fourth meetings are scheduled for 6:00 p.m. No regular meetings are scheduled for fifth Tuesdays. It is also the policy of the council to cancel any meetings the last week of June and the first week of July, the Tuesday following the Thanksgiving holiday, the week prior to Easter, and the week of Christmas and New Year's. The council may convene on the fourth Thursday of each month at 4:00 p.m. in the Council Conference Room for a "Council Workshop Meeting." The City Council is the governing body of the city and possesses various legislative and executive powers. It may exercise all the regulatory and corporate powers of a municipal corporation provided under state law and is held accountable by the electorate for such actions. Chula Vista is a charter city and operates under the council-manager form of government. In California, there are two classes of cities: chartered or general law. Both classes of cities have a broad grant of power and enjoy considerable freedom in the forms of government which may be established and the type of activities in which they may engage. As a rule, charter cities have a broader scope of local authority because they operate from locally adopted charters and are not restricted to the exercise of powers specifically set forth in State General Law. The mayor's position is full time; however, the other city council members are not full- time officials. They usually retain their positions in private industry, business, or in a chosen profession. OFFICERS APPOINTED BY CITY COUNCIL City Manager - Chief executive officer of the city. The City Manager's Office is responsible for developing the annual budget which identifies the program and service needs of the city and related financial, personnel, and capital improvement requirements. The City Manager also serves as the Executive Officer of the Redevelopment Agency and the Director of Emergency Services in times of major disasters. -5- ... City Attorney - Responsible for providing necessary legal services and guidance to the City Council, City Manager, and other city officials. The City Attorney's Office prepares or approves all ordinances, resolutions, contracts, and other legal documents. Although outside attorneys having special legal expettise are sometimes retained to represent the city, the City Attorney is ultimately responsible for providing or supervising the provision of all legal services to the city, including the prosecution of violators of the Municipal Code and for the defense or prosecution of legal cases involving the city. ... ... ... ... City Clerk - Responsible for recording and maintaining a full record of all proceedings of city council meetings. The City Clerk is also responsible for official records, publications and legal notices, council agendas, and council mailings. The City Clerk is the Elections Officer for the city and conducts all municipal elections. ... The appointees, while directly and individually, are responsible to the council for their respective areas and function as a team to ensure the city's business is conducted efficiently, effectively, and with integrity. The manager implements policy, the attorney assures the policies of the city are legal and proper, and the clerk preserves the policies for its citizens. ... ... ... OPERATING DEPARTMENfS All operating departments are responsible to the City Manager for the established policies of the City Council. ... ... Assistant City Manager and Deputy City Managers - Assists the City Manager with the day- to-day supervision of city operations as well as coordination of the city's major projects. The persons in these positions act for the City Manager in his absence. In addition, they are responsible for the supervision of the following departments: ... ... Building & Housing Community Development Finance/Purchasing Fire library Management and Information Services Nature Interpretive Center Parks & Recreation Personnel Planning Police Public Works ... ... Building and Housing - Responsible for the review of building plans and for ensuring enforcement of all local and state laws pertaining to the construction of buildings and other structures. The department provides structural, electrical, mechanical, and plan check engineering services. It also issues building permits, inspects work under construction, oversees a city-wide community appearance program, and handles complaints. ... ... ... -6- ... I I I I I I I I I I I I I I I I I I I Community Development - Designs and administers programs and policies for the restoration and redevelopment of declining areas, fosters economic development, and provides housing programs to benefit low- and moderate-income households. The city's Community Development Block Grant (CDBG) program from the U.S. Department of Housing and Urban Development (HUD) is administered by this department with funds directed toward renovation of neighborhoods through home improvement loans and public facility projects. Finance/Purchasing - Administers the financial matters of the city including the general accounting system, the collection of all revenues, payment of obligations, and the preparation of revenue and expenditure estimates. It issues business licenses, dog licenses, and administers the financial aspects of all special assessments. In addition, the Finance Department is responsible for the purchase of all materials, supplies, services, and equipment; processing of all in-house printing jobs; maintaining the inventory for both Central Stores and Shop Automotive Parts; and parking meter maintenance and operations including collections and deposit of funds for the Downtown Parking District. Fire - Performs the functions of fire suppression and fire prevention. Fire suppression is responsible for the immediate extinguishing of all fires, while the prevention program . addresses the need to prevent fires before they happen. Fire safety education programs are provided to requesting groups. Public assistance is available in areas such as emergency first aid, rescue, cardiopulmonary resuscitation, and water damage assistance to businesses and households. Assistance to and from neighboring fire jurisdictions is made via automatic response and mutual aid agreements. Disaster preparedness programs also are handled through this department. library - Provides access to and facilitates the individual and group use of books and other library materials and services which meet the informational, cultural, educational, and recreational needs of the community. The Library Department currently has more than 250,000 books for children and adults available at the main library on F Street and three branches at Castle Park/Otay, Woodlawn Park, and EastLake. It also has 7,000 videocassettes, 1,200 magazines and newspaper subscriptions. In addition, the library maintains a collection of large print books, Spanish books, audio tapes, compact discs, and microfilm readers and printers. The library has children's story hours and programs, a Fall and Spring Concert Series, and other educational and cultural programs. Management and Information Services - Provides city-wide administrative and technological services designed to improve the efficiency and effectiveness of city operations. The department includes the Policy Analysis and Program Evaluation Division (PAPE), the Data Processing Division, and the Word Processing Center. -7- ... , Nature Interpretive Center - Located on Gunpowder Point surrounded by the Sweetwater Marsh National Wildlife Refuse, the center offers visitors a rare glimpse into the natural coastal wetlands. Programs at the center work toward the goals of restoration and preservation of the wetland environment and increasing public knowledge and understanding of this unique natural habitat. This facility is operated by the non-profit Bayfront Conservancy Trust and the City of Chula Vista. On-going operation of the center is partially funded by grants and contributions from the community. Volunteers assist with various programs at the center. ... ... ... ... Parks and Recreation - Responsible for maintaining and operating thirty-five city parks, four community centers, and numerous open space areas. Organized recreational activities -- designed to serve all age groups -- include swimming, gymnastics, arts and crafts, ballet, aerobics, karate, and special activities for senior citizens, developmentally disabled, and physically handicapped individuals. Picnic areas, basketball and volleyball courts, multi- purpose play areas, and ball fields are features of several city parks. Municipal tennis courts are available at four city park sites and Southwestern Community College, and three swimming pools are open during the summer. ... ... ... Personnel - Responsible for city-wide recruitment and testing of new employees. The department also does all promotional testing for the city. Benefit administration is handled by the Risk Management Division as well as worker's compensation claims, claims against the city, and various worker health and safety issues. The department also serves as a central location for information to employees regarding any employment issue. Training, a highly successful volunteer program, labor relations, employee counseling complaint resolution, and the Quality of Work Life (QWL) program are other programs that are under the auspices of the Personnel Department. ... ... ... ... Personnel staff participates in salary and benefit negotiations with employee associations. Each employee organization has a Memorandum of Understanding with the city, and these contracts are administered by the Personnel Department. ... Planning - Responsible for conducting specialized planning studies, environmental, and design review; and preparing reports on zoning, proposed subdivisions, planned unit developments, conditional use permits, and variances. In addition, the department prepares studies and recommendations for the Planning Commission and City Council on the General Plan, specific plans, capital improvement programs, annexations, and public buildings. The Current Planning Division answers telephone and counter inquiries regarding zoning and land development and reviews plans for compliance with the zoning ordinances. The Advance Planning Division conducts long-range planning studies, processes annexations, and maintains land use and other data files. Also, provides in depth assistance and guidance for the Growth Management Oversight Committee. ... ... ... ... ... -8- ... I I I I I I I I I I I I I I I I I I I Police - Responsible for crime prevention, protection of life and property, apprehension of offenders, investigation of crimes and accidents, and enforcement of laws and regulations. The department also provides Animal Shelter service and administers the animal regulation program. The Police Department coordinates Neighborhood Watch programs, administers the Police Activities League. The department has a well established SWAT team, and more recently, a Crime Suppression Unit and Canine Units. Public Works - The department has three divisions: Engineering Division: Comprised of six sections: administration, advances planning/sewers, construction inspection, geographic information systems, design, land development and traffic engineering which includes traffic signals and street light maintenance. These sections are responsible for designing and administering city construction projects, approving plans, and inspecting public improvement projects submitted by private developers. This Division also maintains the Council- approved, five-year capital improvement data. Public Works Operations Division: Comprised of seven sections which are responsible for traffic operations; street operations; street tree maintenance; sewer systems maintenance; pump station maintenance; construction, repair, and custodial services of city buildings; and equipment maintenance. Transit Division: Responsible for oversight of the city's bus operator, San Diego Trans, and handles such items as Chula Vista Transit bus schedules, passenger counts, and on-time performance standards. The division also supervises HandYtrans, a curb service bus system for the handicapped and elderly. -9- Blonk Poge . -10- I I I I I I I I I I I I I I I I I I I BOARDS, COMMISSIONS, COMMITIEES At the present time, the City of Chula Vista has the following active boards, commissions, and committees: Aging Appeals and Advisors Charter Review Child Care Civil Service ** Cultural Arts Design Review Economic Development *** Ethics * Growth Management Oversight ** Housing Advisory Human Relations International Friendship Library Board of Trustees ** Mobilehome Rent Review Otay Valley Project Area Parks and Recreation ** Planning ** Resource Conservation Safety Southwest Project Area Town Centre Project Area United Nations Day Veterans Advisory Commission Youth Other Council Appoinnnents Bayfront Conservancy Tmst (state-wide membership) Serra Cooperative System Advisory Board (Imperial and San Diego Counties) Town Centre Development Corporation Unified Port District Commissioner (1 of 7) ** Other City Entities Subsidized with City Funds/Staff Neighborhood Revitalization Committees Chula Vista Social Services Council GENERAL OPERATING GUIDEIlNES Appointment - Chartered commission members are appointed by a majority vote of the council. Applications for appointment are accepted throughout the year from interested residents. During the year, the Mayor and Council Members interview applicants interested in a particular commission seat.** A listing is established from which boards, commission, and committee appointments are made. Vacancies occurring prior to the expiration of a normal term are generally filled by council appointment for the remaining term of office. Notification of the vacancy should be sent immediately to the City Clerk who must post it in accordance with the state Maddy Act prior to council filling the vacancy. A municipa/judge interviews candidates, nominates 2-3, willi City COl/llcil makingfi//u/ selerticm. Cound/members iJt~rview for tllose rommissions I!stnlJli,drt'd by Cllarler: ptC/lltling. Library Board (JfTnlstees, Parks and Recreation. ancl Civil Service. The City Council also interviewst"!! Growth MWUlgr.'mt'/It Owrsigllt allll Port [)istrict appli{'aIlL~ The Mayor may interview all otlftr commission applicants und must submit their /lames to the cOl/tlcil Ivr ratifiratirm, (EstalJ/islied by Cenme;1 Policy No. IIQ.(2). - Appoi"tments made by itldividual rouflcilmt'/IIbt'r!i ami ratifit'cl by tilt' rUlIlIril. -11- In order to provide continuity in board, commission, and/or committee membership the terms of office are staggered; and individuals may be appointed to more than one term. Provisions of the City Charter limit the number of consecutive terms served on a board or commission to two, thus providing the opportunity for maximum citizen participation. When new boards or commissions are formed or when a majority are appointed at the same time, members will draw straws to determine the length of terms in order to defer later loss of talent when the terms expire on the same date. However, on selected occasions, board, commission, and/or committee members may be appointed to another advisory body; thus retaining a valuable pool of talent and experience. - - - - - Attendance - The City Council has established an attendance policy for all boards, commissions, and committees to be effective July 1, 1995. A summary of that policy follows: [Charter Section 602(c) and Policy 110-03 dated 11/18/94]. - - . The b/C/c secretary will take the attendance at each meeting and shall notify the City Clerk when the mandatory attendance guidelines have been violated. - . Members of b/c/c's with regular meetings may not be absent at more than 25% of regular meetings in a fiscal year without an excuse and at more than 34% of regular meetings whether excused or not. Members who attend less than 75% of the meetings will be subject to the following: - - Having been excused from 25% of the meetings will be subject to dismissal after review by the City Council Subcommittee (comprised of the Mayor and Mayor Pro Tem). - Having missed 34% of the meetings in any combination of excused and unexcused absences will be subject to dismissal after review by the City Council Subcommittee (comprised of the Mayor and Mayor Pro Tem). - - . "On-Call" b/c/c's (Charter Review, Ethics, Growth Management Oversight, and Mobilehome Rent Review) are urged to attend all meetings, but the mandatory attendance requirements does not apply. - . Any member who has missed one-half of the maximum number of unexcused absences (two of twelve or five of twenty-four regularly scheduled annual meetings) shall be given a written notice by the secretary or the chair. - - . The boards, commissions, and committees shall decide whether an absence is excused or unexcused as set forth in the B/C/C Attendance Policy of which each member shall be provided a copy. - - -12- - I I I I I I I I I I I I I I I I I I I . Official excuses shall be defined as illnesses (family ancl/or personal), business commitments, scheduled vacations, significant family events, and "Acts of God." . An excused absence from any meeting must be called in to the secretary or chair prior to the scheduled meetings and shall be recorded in the minutes as excused or unexcused by a vote of the board or commission using the B/C/C Policy Guidelines. . In July of each year, the secretary shall submit to the City Clerk a record of attendance. This attendance record will note the percentage of absences for the members for the preceding fiscal year (July I-June 30). Business Cards - On August 6, 1991, the City Council considered the issue of business cards for board and commission members. As a result of this consideration, the City Council authorized that business cards may be acquired by board and commission members should sufficient funds exist in their respective printing and binding accounts. If not, they may be acquired at an individual board or commission member's own expense. Code of Ethics - The City Council adopted the following Code of Ethics for all elected and appointed public officials: (Ordinance 2297) . I will not use the city or its resources for private gain, political solicitation, or purposes other than official governmental business. . I will avoid conflicts of interest and the appearance of such conflicts. . I will not divulge or use for personal benefit confidential information obtained in the course of my duties. . I will not use my city position to seek or receive special favors for myself, family, or friends. . I will repott suspected corruption wherever discovered. . I will be guided in all my activities by truth, fair dealings, and good judgment. . I will recognize and promote the good performance of others. . I will promote the City of Chula Vista, this Code of Ethics, and be proud to have served as an elected or appointed public official. .13. Conflict of Interest - According to the Fair Political Practices Commission, all local government agencies are required to adopt conflict of interest codes designating certain positions which entail the making, or participation in the making, of decisions which may affect financial interests. In February 1991, the City Council adopted a new Conflict of Interest Code for the City of Chula Vista. The following boards/commissions/committees have been identified in Chula Vista's Conflict of Interest Code and are required to file a Statement of Economic Interest Form 730 with the City Clerk's Office by April 1 of each year: - ... ... ... Aging Appeals and Advisors Charter Review Civil Service Design Review Economic Development Ethics Growth Management Oversight Human Relations International Friendship Library Otay Valley Road Project Area Parks & Recreation Resource Conservation Safety Southwest Project Area Town Centre Project Area ... - ... In general, the kinds of interests which may have to be disclosed are: - . Investments (partnerships, common stock, etc.) worth $1,000 or more in business entities located in or doing business in the City of Chula Vista ... · Interests in real property worth $1,000 or more located in the City of Chula Vista - · Interests in real property and investments held by business entities or trusts ... . Income (other than loans, gifts, and honoraria) aggregating $250 or more received from a source located in or doing business in the City of Chula Vista - ... . Loans (received or outstanding during the reporting period) aggregating $250 or more from a source located in or doing business in the City of Chula Vista - . Gifts aggregating $50 or more received from any source located inside or outside the City of Chula Vista ... . Honoraria aggregating $50 or more received from any source located inside or outside the City of Chula Vista ... . Business positions held in a business entity located in or doing business in the City of Chula Vista - . Commission income (for brokers, agents, or salespersons) ... -14- - I I I I I I I I I I I I I I I I I I I . Income and loans to business entities or trusts . Income from rental property An "Assuming Office Statement" is due no later than thirty days after taking office. A board or commission member is also required to file a "Leaving Office Statement" no later than 30 days after leaving the designated position. Eligibility - All members of boards and commissions shall be qualified electors in the City of Chula Vista with the exception of youth commissioners who need only be residents of the City of Chula Vista. No person may be appointed nor shall serve on more than one of the Charter-created boards or commissions simultaneously. [Charter 602(d)] Terms of Office - The City Council has established a policy (comparable to Section 602 of the Charter of the City of Chula Vista) limiting any appointees to any board, commission, administrative, or legislative bodies, e.g., the governing board of San Diego Unified Port District, to two consecutive terms and requiring that at least two years elapse before a person who has served two terms may be reappointed to the same commission. The members shall serve for a term of four (4) years and until their respective successors are appointed and qualified. In the event that the term prescribed for the office is less than four years, but more than two years, it shall nevertheless be considered a full term. Vacancies - Vacancies on boards and commissions occur through two avenues: resignations and end of term. Resismations can be voluntary, involuntary, or by death of a member. In the case of a voluntary resignation, the b/c/c secretary should secure a written letter of resignation from the member as soon as possible. The letter should be addressed to the Honorable Mayor and City Council and sent to the City Clerk's Office. The letter will be placed on the agenda of the next regularly scheduled city council meeting where the council will take official action to accept the resignation. This process starts the public posting requirements of the vacancy notice and the interview/selection/appointment procedure to fill the vacancy. Involuntary resignations occur when a series of absences results in the institution of the absence policy. In this case, the board/commission takes official minute action to declare the position vacant. The secretary sends a letter to the absent member declaring the position vacant. A copy of the letter is sent to the City Clerk, who places the vacancy on the agenda. The City Council takes action to accept the vacancy, and the posting process begins. In the event of a death, the board/commission takes minute action to declare the position vacant; a letter from the board/commission is sent to the City Council, and the above procedure is followed. -15- - " End of Term - During April and May of each year, the City Clerk's office advises members who are ending their first term on a board/commission that they are eligible to be considered for re-appointment to a second term. The member is asked to advise the City Clerk's office of their desire to be reappointed. Towards the end of June, the City Cowlcil considers requests for second term appointments and takes appropriate action. B/c/c members who have completed their second term receive a letter from the Mayor thanking them for their service and advising them they may serve past July 1 until such time as the position is refilled by the City Council. The City Clerk's Office posts for all second term vacancies on the various b/C/cs, and the City Council follows an application/interview/appointment procedure to refill all vacant seats. - - - - Vacancies on any board or commission, from whatever cause arising, shall be filled by appointment by the City Council. Upon a vacancy occurring leaving an unexpired portion of a term, any appointment to fill such vacancy shall be for the unexpired portion of such term. For purposes of determining length of terms, the date the City Council takes action to appoint a member to a board or commission is the start date of the term. Before a member can take active part and vote on the board or commission business, they must be sworn into office by the City Clerk or her designee. This is done either at a city council meeting or by arrangement with the City Clerk's Office. It is important that all changes in a member's status be transmitted to the City Clerk's office for record keeping purposes. - - - - - - - - - - - - - -16- - I I I I I I I I I I I I I I I I I I I ORGANIZATION AND OPERATING PROCEDURES All city boards, commissions, and committees must elect a chair and other such officers; they normally serve for one year. It is the responsibility of each chair to insure the agenda is prepared and that items are handled expeditiously. Agenda - A written agenda for all board, commission, and committee meetings is prepared in advance by the designated secretaries after consultation with various chairs. Copies of the agenda are forwarded to the City Council, City Clerk, City Manager, and other designated city staff prior to the board, commission, or committee meetings. The agenda must also be mailed to the press as an information item (it is not published), and posted on the city's two bulletin boards at least seventy-two hours prior to the meeting. Agendas must be made available to the public prior to the meeting and at the meeting. Notices for adjourned meetings must be posted within 24 hours after the previous meeting was adjourned on the door of the meeting chambers where the previous meeting occurred (Government Code ~S49SS). If the adjourned meeting occurs more than five days after the prior meeting, a new agenda for that adjourned meeting must be posted 72 hours in advance of that adjourned meeting (Government Code ~S49S4.2(b)(3). The agenda must include a brief description of each item of business so the public will know what the item is about. It must allow for board, commission, and committee discussion and consideration of matters referred by the City Council, City Manager, and department staff. Time must be allowed for the public to address the board, commission, or committee on any item not on the agenda although the board, commission, or committee is prohibited from taking action on any item not appearing on the agenda. The boards, commissions, and committees should allow for public comment on those agenda items where (1) the public input is reasonably expected, and (2) it will contribute to the consideration of the matter by the commission. Supporting documents and materials on agenda items are forwarded to commission members by the secretary in advance to allow them sufficient time to review them prior to the meeting. At times, items come up which must be dealt with that have not been included on the public agenda. The item can be added to the agenda if a finding is made that it came up after the preparation of the agenda and that it is the matter of urgency. It must pass by a 4/Sth vote of the total membership of the board/commission/committee. Commissions should review items referred to them by the City Council through the following processes: . Definition of specific problems or issues; and . Evaluation of alternative courses of action; and -17- - · Recommendations to the City Council on one of the alternatives evaluated; and ... ... . Time element involved. ... Annual Report - An annual report of the activities of the various boards, commissions, and committees shall be submitted to the City Council in June of each year. ... Appeals - Except for the Board of Appeals and Advisors and the Civil Service Commission, decisions of all boards and commissions can be appealed to the City Council. ... Appointment of Chair - As soon as practicable, following the first day of July of every year, each board and commission shall organize by electing one of its members to serve as presiding officer for the ensuing year. (Charter 603) ... ... Budget - Each city board, commission, and/or committee is provided with an annual budget to enable that commission to carry out its duties and responsibilities as dictated by either the city charter or city ordinance. Typically, two major expenses in this budget would be funding to enable commission members to attend meetings, seminars, and conferences held within the State of California which directly relate to the commission's scope of responsibility; and funding of secretarial support. ... ... Staff prepares the budget based on historical expenditures and any information received from commission members on desires for the next fiscal year. Once staff has prepared the budget, it will be distributed to each board or commission and docketed as an item to be discussed at a regular meeting. Should members decide that they wish to add or delete items, it can be considered at that meeting. The commission instructs staff as to what should or should not be in the budget, then a staff member completes the preparation of the budget and forwards a copy to the City Manager's Office for review by the budget staff. Once the City Manager has made a recommendation on the commission's budget to the City Council, a copy of that budget will be forwarded to each member. ... ... ... ... The council holds one workshop specifically to address these budgets. All members of each board, commission, or committee are encouraged to attend. Each commission is responsible for controlling the allocation of these funds. The use of these funds must be in accordance with the City Council's approved annual budget. ... ... Meeting Places - All meetings must be held in the Civic Center Complex, unless provided otherwise by the City Council. (Charter 603) ... ... -18- ... I I I I I I I I I I I I I I I I I I I Referrals to City Council - A procedure has been established by the City Council to clarify that boards and commissions can make recommendations directly to the City Council. A new section entitled "Board and Commission Recommendations" has been added to the council agenda. A commission chair, with a majority vote of the board or commission, can place an item on the council agenda by contacting the City Clerk and providing the appropriate background information. (Ordinance 2426) It is recommended that when an item is placed on the city council agenda that someone from the board or commission be present at the city council meeting to respond to questions raised by the City Council. It is also recommended that when any item is placed before City Council with a financial impact, the city's Finance Director be contacted to make certain funds are available and from which account. Secretarial Service - The City Manager's Office appoints departmental secretaries to provide support to various boards, commissions, and/or committees. These staff members are responsible for maintaining records of resolutions, transactions, findings, and other determinations. Minutes must be taken of every meeting with copies sent to the City Clerk within ten (10) working days. Each board, commission, and/or committee must review and approve the minutes of all meetings. In order to meet the time limitations of this section, "draft" minutes that have not been approved by the b/c/c will suffice. Voting - All boards and commissions are requested to meet at least once a month except the planning commission which meets twice a month. Special meetings of the boards, commissions, and/or committees may be called by the chair, as necessary. No business may be transacted if a quorl/m (majority) of tI,e membersllip is not present, i.e., a seven member body requires a minimum of four affirmative or negative votes to approve or deny, regardless of the number of members present (Charter 9603). However, if a seven member board has two vacancies, it will require four members in attendance and four affirmative votes to pass a motion. A meeting, however, can be held without a quomm although no official action can be taken on any item that requires a vote including approval of the minutes. However, discussion can take place, and ite'ms for the next agenda can be provided to the secretary. Minutes must indicate the item, action taken, and recording of votes. All abstentions must be explained in sufficient detail. Conflicts of interest resulting in disqualification must be on the record, and the minutes must show the basis for disqualification. -19- Rlank Pag/! -20- I I I I I I I I I I I I I I I I I I I RALPH M. BROWN ACf The Ralph M. Brown Act, California Government Code ~54950, et seq., enacted in 1953 and revised in April 1994, details the various requirements to be followed by local legislative bodies, including advisory boards and commissions, in conducting their meetings. The legislative intent of the act reads as follows: GC ~S49S0 In enacting this chapter, the legislature finds and declares that the public commissions, boards, councils, and other public agencies in this state exist to aid in the conduct of the peoples' business. It is the intent of the law that their actions be taken openly and that their deliberations be conducted openly. The people of the state do not yield their sovereignty to the agencies which serve them. The people, in delegating authority, do not give their public servants the right to decide what is good for the people to know and what is not good for them to know. The people insist on remaining informed so that they may retain control over the instruments they have created. The act states that all meetings of city boards, commissions, and committees shall be open to the public. There are, however, cenain statutory and case law exceptions which are generally NOT applicable for board and commission meetings. City council or redevelopment agency closed sessions are allowed for: GC ~S49S6.7 licenselPermitDetennination: To meet with an applicant and the applicant's attorney for a license or a license renewal where the applicant has a criminal record, and the council determines that it is necessary to discuss and determine whether the applicant is sufficiently rehabilitated. GC ~S49S6.8 Conference with Real Propeny Negotiator: To meet with its negotiator prior to the purchase, sale, exchange, or lease of real propeny to give instructions to its negotiator regarding the price and terms of payment for the purchase, sale, exchange, or lease. GC ~S49S6.9(a) Conference with Legal Counsel on Existing litigation: To confer with or receive advice from its legal counsel regarding existing litigation when discussion in open session concerning those matters would prejudice the position of the city in the litigation. GC ~S49S6.9(b) Conference with Legal Counsel on Anticipated litigation: To confer with or receive advice from its legal counsel regarding anticipated litigation when discussion in open session concerning those matters would prejudice the position of the city in the litigation. GC ~S49S6.9S liability Claims: To discuss a claim for the payment of tort liability losses, public liability losses, or worker's compensation liability incurred or to be incurred by a joint powers agency or the city which is a member of the joint powers agency that was formed for purposes of insurance pooling. .21. - GC ~54957 lbreat to Public Services or Facilities: To meet on matters posing a threat to the security of public buildings, or a threat to the public's right of access to public services or public facilities. Under the authority of this section, a closed session may also be held to consider appointment, employment evaluation of performance, dismissal of a public employee, or to hear complaints or charges brought against such employee by another person or employee unless such employee requests a public hearing. "'" .. .. GC ~54957.6 Conference with Labor Negotiator: To meet with the city's designated representatives regarding the salaries, salary schedules, or compensation paid in the form of fringe benefits of its represented and unrepresented employees if the closed session is held for the purpose of reviewing its position and instructing the city's designated representatives. .. .. The act states that boards, commissions, and committees must announce a time for holding regular meetings and further provides that if it is necessary for the body to meet at times other than at a regular meeting, the board, commission, or committee can call a special meeting by giving a twenty-four hour written notice to its members and to the news media. Such meetings shall be open to whomever wishes to attend unless it is designated as a Closed Session. (Notices of closed sessions must also be delivered to the news media). The call and notice shall specify the time and place of the special meeting and the business to be transacted. The city requires that all boards or commissions post an agenda 72 hours prior to the meeting. "'" .. .. .. In April 1994, the Act now contains a definition of the term, "meeting." A meeting is any gathering of a majority of the members to hear or discuss any item of city business or potential city business. If a majority of members are in the same room and merely listenin~ to a discussion of city business, then they will be participating in a Brown Act meeting that requires notice, an agenda, and a period for public comments. .. .. Exceptions to the above rule are: (1) Social or ceremonial occasions: when there is an attendance by a majority of members at a purely social or ceremonial occasion provided that a majority of members do not discuss among themselves matters of public business. .. .. (2) Seminar exception: when a majority of members attend a seminar or conference or similar gathering. .. (3) Community meeting exception: this would allow members to attend neighborhood meetings, town hall forums, chamber of commerce lunches, or other community meetings at which issues of local interest are being discussed. The meeting must be open and publicized. Therefore, attendance at a homeowners association meeting which is limited to residents of a .. .. .. -22- .. I I I I I I I I I I I I I I I I I I I particular development and only publicized among members of that development would not qualify for this exemption. (4) Other legislative body exception: this would allow a majority of members of any legislative body to attend meetings of other legislative bodies without treating such attendance as a meeting of the body. However, members are prohibited from discussing city business among themselves except as part of the scheduled meeting. The Brown Act now defines "serial meetings." These are individual contacts between members of legislative bodies. A serial meeting is a series of meetings or communications between individuals so that even though a majority of members never gather in a room at the same time, ideas are exchanged among the majority through either one or more persons acting as intermediaries or through the use of technological devices slich as a telephone answering machine or computer E4-mail, or voice mail. In most cases, serial meetings are conducted in one of two ways; either a staff member individually contacts a majority of members of a body to share ideas among the majority or, without the involvement of staff, member A will call member B and member B will call member C and so on to share ideas among the majority. Board, commission, and committee members can be convicted of a misdemeanor if a meeting is attended and action is taken in violation of the provisions of the Brown Act. "Action taken" is defined to mean a collective decision, commitment, or promise by a majority of the members of such a body to make a positive or negative decision, or an actual vote by a majority of the members of such a body when sitting as a body upon a motion, proposal, resolution, order, or ordinance. Funher, the act contains provisions whereby the city can be enjoined by the couns from violating the act. If you have a doubt regarding the legality of a contemplated meeting or action, contact the City Attorney for advice. -23- - SPECIFIC ROLES AND FUNCfIONS FOR CIlY BOARDS, COMMISSIONS, AND COMMITIEES .., The following is a summary of the specific roles and functions for each city board, commission, and committee as provided in the Municipal Code. ... IIIIIl! ACCESS APPEAlS BOARD - (established 10/4/94 by Ordinance 2605) - The board works in conjunction with the Building and Housing Department and is composed of five voting members and one staff ex-officio member and such other general ex-officio members as the City Council shall appoint from time-to-time. The body has the following role and function: ... - . To hear and decide appeals of others, decisions, or determinations made by the Building Official relative to the application and interpretation of disabled access issues pursuant to the California Code of Regulations, State Building Code, Title 24. ., . To ratify the decision of the Building Official to exempt unreasonable hardship cases when equivalent facilitation cannot be provided. ,~ .., ... AGING (COMMISSION ON) - (established 12/1/82, an1ended on 12/16/82 by Ordinance 2016, and reestablished on 3/5/85 by Ordinance 2105) - The commission works in conjunction with the Parks and Recreation Department and is composed of seven members appointed to four-year terms on a staggered basis. This body has the following role and function: - · Make recommendations and advise the City Council and the City Manager on all matters affecting the older residents of the city. ... . Take necessary steps, based upon their analysis of the current situation, to develop a mutual understanding and respect between seniors and the balance of the community. "" ... . Promote new and improved programs of service to older residents in cooperation with peer boards and commissions as well as the City Manger. Work together with city, county, state, and federal agencies in developing programs for the older residents. - . ... . Review existing programs and recommend modifications. Establish a list of priorities on needs and programs and advocate appropriate council action in accordance with such needs. Ill! . Provide a forum for senior citizens for their specific problems. "'" ... -24- ... I I I I I I I I I I I I I I I I I I I APPEAlS AND ADVISORS (BOARD OF) - (established 10/21/69 by Ordinance 1235, revised 2/19/91 by Ordinance 2439) - The board works in conjunction with the Building and Housing Department and is composed of seven members appointed to four-year terms on a staggered basis. This body has the following role and function: . Create a forum for city-wide discussions, research, and analysis of critical issues of building construction, including plumbing, mechanical, and electrical installations. . Investigate and advise the suitability of alternate materials, types of construction, and interpretation of adopted Uniform Code. . Conduct public hearings and recommend to the City Council, the passage of new legislation pertaining to the design and construction of buildings, including the minimum requirements for housing for the protection of life, limb, health, property, safety, and welfare of the general public, installation of plumbing, mechanical, and electrical work, and matters related to fire resistance, durability, and safety. . Act as an administrative appellate body to hear appeals relating to determinations by the Fire Chief or Director of Building and Housing, pursuant to city-adopted Uniform Codes, that conditions or circumstances are public nuisances and should be abated. Such codes include, but are not limited to the Uniform Building, Mechanical, Fire, Housing, Plumbing, and Electrical Codes as adopted from time-to-time by the City Council. Hearings of the board shall be conducted in accordance with the procedures set forth in such Uniform Codes. The decision of the board shall be final. OIARTER REVIEW COMMITIEE - (established 11/6/90 by Ordinance 2400) - The committee consists of seven voting members appointed by the City Council and two ex- officio staff members appointed to four-year terms on a staggered basis. This body has the following role and function: . Constitute a forum for city-wide discussions, research, and analysis of matters relating to current or proposed provisions of the city charter and amendments thereto. . Help coordinate citizen and staff ideas with regard to potential Charter changes. . Formulate specific language for proposed Charter changes to be submitted to the City Council in a form appropriate for placement on the ballot at an election wherein the proposed charter changes can be submitted to the electorate. -25- - .~ · Provide analyses and reports to the City Council in connection with said recommendations. "'" · Prepare and submit proposed ballot arguments in favor or against proposed charter changes. ... ... CHIlD CARE COMMISSION - (established 2/20/90 by Ordinan,ce 2358 and revised by Ordinance 2404) - The commission works in conjunction with the Parks and Recreation Department and is comprised of seven members with staggered terms. This commission has the following role and function: ... ... · Create a forum for city-wide discussions, research, and analysis of critical issues of child care. ... · Mobilize agencies to develop resources and share them with the community in a coordinated fashion. ... . Promote affordable child care within the city by providing direct communications and recommendations to city departments, boards, and commissions with regard to such issues as zoning, health, licensing, building codes, and public safety. ... · Draft a child care policy for consideration and adoption by the City of Chula Vista. ... . Address child care legislation issues. ... . Encourage cooperative approaches toward the development and implementation of child care services. ... . Promote the creation of affordable, quality child care for infants and toddlers. ... . Define the process and advise staff on appropriate procedures and fees to increase the number of child care spaces available in the city. ... ... CIVIL SERVICE COMMISSION - (established 9/20/49 by Ordinance 412) - The commission works in conjunction with the Personnel Department and is composed of five members appointed to four-year terms on a staggered basis. The members of the Civil Service Commission shall be nominated and appointed in the following manner: ... Two members shall be appointed by the City Council from a list of four persons to be nominated by election of the employees in the classified service, two members shall be appointed by the City Council directly, and the fifth shall be appointed by ... ... -26- ""! I I I I I I I I I I I I I I I I I I I the City Council from a list of three persons nominated by the four thus appointed. The successor of any member of the commission shall be nominated and appointed in the same manner as such member was nominated and appointed. (Charter 609) This body has the following role and function: . Recommend to the City Council after a public hearing, the adoption, amendment, or repeal of civil service rules and regulations not in conflict with the charter. . Hear appeals of permanent employees in the classified service relative to any suspension, demotion, or dismissal. . Make an investigation which "it may consider desirable concerning the administration of personnel in the municipal service and report its findings to the City Manager and the City Council. . Assist in the maintenance of proper employer-employee relations. . Perform such other duties and powers as the City Council may, by ordinance or resolution, confer upon the commission. CULTURAL ARTS COMMISSION - (established 3/27/90 by Ordinance 2362) - The commission works in conjunction with the Parks and Recreation and Library departments. The commission consists of nine members with four-year staggered terms with the following role and function: . Encourage the preservation of Chula Vista's cultural heritage and the creation of an atmosphere n a Chula Vista image.. in which citizens could take pride and have increased stature. . Help coordinate and marshall support for the arts. . Encourage the provision of cultural and artistic facilities and features in public and commercial construction. . Formulate recommendations for a city arts program, including funding mechanisms, criteria for the selection and placement of public art, procedures for reviewing plans, and guidelines to carry out a city arts program. . Regularly assess, review, and update recommended goals and long range plans for the city and regularly solicit public input on the arts. -27. . · Encourage the development of arts and cultural programs for the youth of Chula Vista. ~ · Promote the creation of a cultural environment which would attract visitors and income. ... · Advise the redevelopment agency regarding the expenditure of fine arts in- lieu fees. ... .. . Make recommendations to the redevelopment agency on fine arts features within redevelopment districts. .. DESIGN REVIEW COMMITTEE - (established 10/25/77 by Ordinance 1771 and consolidated with Design Review Board 6/21/83 hy Ordinance 2036) - The committee works in conjunction with the Planning Department. The committee consists of five members with staggered terms whose role and function is: ECONOMIC DEVELOPMENT COMMISSION - (established 7/17/90 by Ordinance 2380 and revised by Ordinance 2402 and 2524) - The purpose of the commission is to create an advisory and coordinating body which is to serve as a resource to advise and make recommendations to the City Council and City Manager on economic development issues and opportunities that would benefit the community. The commission consists of nine voting members, a staff ex-officio member, and up to five general ex-officio members with staggered four-year terms. The voting members shall be appointed by the City Council from qualified electors of the city, two of whom shall be appointed from a classification consisting of nominees from the Chamber of Commerce, one of whom shall be a nominee from the South San Diego Bay Cities Association of Realtors, and six of whom shall be ... ""! . Review plans for the establishment, location, expansion, or alteration of residential uses or structures in the R-3 zone, all development and redevelopment within the redevelopment project boundaries, and multiple- family dwelling uses or industrial projects or structures governed by the "P" (precise) modifying district; and shall approve, conditionally approve, or deny such plans except when projects are within the boundaries of a redevelopment project, wherein such final approval, conditional approval, or denial of the redevelopment agency of the city is required. ... .. _i ... . Base its findings and action upon the provisions of the effected design manuals of the city. ... · Prepare and adopt operational procedures, by-laws, and business forms. .. . Submit annual reports on its operation to the city planning commission and redevelopment agency. ... ... ... ""! ... -28- ""! I I I I I I I I I I I I I I I I I I I residents of the city at large. The ex-officio members shall be nominated by the Mayor and ratified by the City Council. The Mayor shall have the <1uthority to nominate the first vacancy. The councilmember holding Seat 1 shall have the authority to nominate the next vacancy in line, the councilmember holding Seat 2 shall have the authority to nominate the next vacancy in line, and the Mayor shall have the authority to nominate the next vacancy in order. The councilmember holding Seat 3 shall have the authority to nominate the next vacancy and the councilmember holding Seat 4 shall have the authority to nominate the next vacancy in order, and such order continues to repeat itself until all of the at-large seats on the commission are filled. The role and function of the commission shall be: . Assess the job needs of the residents of Chula Vista and after doing so, to engage in a variety of activities that will help create, retain, and attract jobs and capital investment that will meet the employment needs of the community. . Help ensure that there are adequate educational programs available to support the instructional needs of the jobs being created. . Establish a specific plan of action immediately to help implement the objectives of the City Council. . Help assure prospective industrial and commercial developers and existing commercial and industrial interests of the cooperation of the city to benefit both business and the community. . Catalog current and planned industrial and commercial sites, and furthermore, to identify other potential industrial and commercial areas that would complement and not interfere with existing and planned residential developments. . Work with the planning department to coordinate land use designations appropriate to current and future market demand. . Work with planners and developers to encourage retail and resort land uses (e.g. restaurants, retail promenades, and other commercial recreation facilities) with specific design criteria that will encourage development most beneficial to the city's long term interests. E1HICS (BOARD OF) - (established 2/28/67 by Ordinance 1040 with a Code of Ethics established 2/15/89 by Ordinance 2297 and established a general policy and specific prohibitions on 4/23/91 by Ordinance 2453) - The board works in conjunction with the City Attorney's Office and consists of seven members appointed to four-year terms on a -29- OIl staggered basis. The Board of Ethics meets at the call of the chair. This body has the following role and function: ..., · Receive and initiate complaints of violations of the city's Code of Ethics. ... . Hear and investigate violations and transmit the findings to the appropriate authority or city officer. ... . Render advisory opinions or interpretations with respect to applications of the code. ... . Propose revisions of the code to ensure its continuing pertinence and effectiveness. .. GROWIH MANAGEMENT OVERSIGHT COMMISSION - (established 517/91 by Ordinance 2447) - The commission is composed of nine voting members, a staff ex-officio member, and up to three general ex-officio members. The voting members shall be appointed as follows: one each representing the four residential general plan areas (Central City, Montgomery/Otay, Sweetwater/Bonita, and the Eastern Territories); one each representing local educational, developmental, environmental, and business interests, and one planning commissioner. Members of the commission shall be appointed to a four-year term on a staggered basis. This body has the following role and function: ... ... ... · Consider the quality of life threshold standards set forth in the Growth Management Plan and make determinations or recommendations regarding: ... Whether the thresholds have been complied with, on both a project and cumulative basis ... Whether each threshold is appropriate for its goal .. Whether any new threshold should be adopted for any issue ... Whether any new issues should be added to or deleted from the thresholds analysis group ... Whether the city has been using fees and funds derived from developers for the intended purpose ... Whether enforcement is being achieved ... . Annually, on or before June 30, make and publish its findings and recommendations, including those for imposition of a moratorium or formal "Statements of Concern" regarding water, sewer, schools, and air quality thresholds. ... ... -30- .. I I I I I I I I I I I I I I I I I I I . The commission's annual report shall be forwarded to City Council in a timely manner through the Planning Commission, and as to those thresholds affecting the Montgomery area, through the Southwest Project Area Committee. . Annually review implementation of the Growth Management Element of the General Plan and the growth management program. Such review shall include the adequacy of master facility plans to account for the effective use of public facilities required by future growth in connection with the planning and phasing of development projects. HOUSING ADVISORY COMMISSION - (established 1/25/94 by Ordinance 2586) - The commission is composed of seven members and two general ex-officio members. One member shall represent and be engaged in residential lending; one shall represent and be engaged in residential development or real estate transactions; one shall represent and be engaged in non-profit housing development; two shall represent and reside in public housing or receive Section 8 rental housing assistance from the Housing Authority and one shall be 62 years of age or older; and two shall represent and maintain their residency and elector status in the City. This body has the following role and function: . To serve as an advisolY body to the Housing Authority, City Council, Redevelopment Agency, and the City Manager. . To periodically assess the housing needs of the residents of Chula Vista and review housing policies and strategies, including the Housing Element of the General Plan, the Comprehensive Housing Affordability Strategy, and the Redevelopment Agency Housing Plan; and to make recommendations to improve said plans to address identified community housing needs. . To review and make recommendations on all matters to come before the Housing Authority, except emergency matters and matters which the Housing Authority, by resolution, excludes from its review. . To review all proposed affordable housing projects to be assisted with public funds or incentives and make recommendations concerning said projects. . To review all affordable housing projects proposed under the city's affordable housing program and related development agreements and make recommendations concerning said projects. . To review on-going housing programs of the Housing Authority, City, and Redevelopment Agency and make recommendations for improvement thereof, including efforts to publicize the availability of housing opportunities to city residents. . To perform such other roles or duties as may be delegated by the Housing Authority. -31- - HUMAN RELATIONS COMMISSION - (established 5/28/68 by Ordinance 1120 and amended by Ordinance 1909) - The commission is composed of seven members, appointed to a four-year term on a staggered basis. This body has the following role and function: ""! .. . Advise and recommend to the City Council on matters pertaining to the protection and strengthening of the rights of the various racial, religious, ethnic, and socio-economic groups. This is to ensure that all citizens of Chula Vista realize full enjoyment of their constitutional privileges without regard to race, creed, or national origin. ... ... . Encourage the development of mutual understanding and respect among all such groups in the city. .. . Establish and make contact with groups in the city which are concerned with interracial and intercultural understanding. ... . Develop and improve programs in cooperation with various depanment heads to improve service to all citizens. ... . Encourage understanding of citizen participation in local government by providing a forum for discussion. ... . Advise and recommend to the Ci!y Council on Chula Vista transit operational items including, but not limited to, route structures; fares; condition of buses; interface with all other forms of transit and bench; and bus stop and shelter locations. Responsibilities also include an advisory function regarding the implementation of mass transportation within the city. ... ... ... INTERNATIONAL FRIENDSHIP COMMISSION - (established 6/17/69 by Ordinance 1206 and 10/2/84 by Ordinance 2085) - The commission consists of nine members appointed to four-year terms on a staggered basis. This body has the following role and function: .. . Plans, develops, and carries out economic cooperation, cultural interchange, and mutual understanding on the basis of mutual friendship between the ciry and her sister cities. .. ... LIBRARY BOARD OF TRUSTEES - (established 9/13/12 by Ordinance 15 and Ordinance 199) - The board works in conjunction with the LibralY Director and is composed of five members appointed to a four-year term on a staggered basis. The board's role and function is as follows: . ... Acts in an advisory capacity to the City Council in all matters pertaining to city libraries. ... ... -32- ... I I I I I I I I I I I I I I I I I I I . Recommends to the Council the adoption of such by-laws, rules, and regulations as it may deem necessary for the administration and protection of city libraries. MOBll.EHOMERENT REVIEW COMMISSION - (established 4/23/91 by Ordinance 2451) - The commission consists of seven voting members and up to three general ex-officio members appointed for four-year ternlS on a staggered basis. This commission has the following role and function: . Act as the "due process" unbiased decision-maker regarding mobilehome park rent disputes. . Adopt rules and regulations to procedurally administer hearings to determine whether the park owner's rent increase in excess of the applicable cost of living increase is a fair return on the park owner's property. . Consult with and provide advice to the City Council and City Manager on matters relating to mobilehome parks. OTAY VAl1.EY ROAD PROJECT AREA COMMITTEE - (established by Redevelopment Agency minute action 8/2/84; revised by agency Resolution 1309 on 3/16/93) - The committee serves as a local redevelopment project review advisory body to serve as a resource to advise and provide comments on redevelopment matters affecting the Otay Valley Road Redevelopment Project Area. The Otay Valley Road PAC is no longer operating under the State of California mandated responsibilities for project area committees under Health and Safety Code Sections 33385 through 33388. The Otay Valley PAC is composed of five members representing business owners, tenants, and property owners from within the project area. The committee has the following role and function: . The committee reviews all projects requiring discretionary land use approvals by the Redevelopment Agency and/or City Council through conditional use permits/special permits, zone changes, and other land use permits as specifically allowed pursuant to the Otay Valley Road Procedures Manual. Projects that do not require discretionary approval by the agency or council and/or those that can be approved "administratively" as set forth in the Municipal Code (e.g. a non-discretionary site plan review) are not to be reviewed by the committee. In addition; variances are not to be reviewed by the committee unless it is included as part of a project that requires a discretionary land use approval as described above. Variances will be handled "administratively," and those variances that cannot be decided administratively, will be forwarded directly to the Redevelopment Agency. .33- - .., . The primary role of the committee is to evaluate projects brought before them in terms of overall land use appropriateness, general economic impact ofland use changes, and related planning and zoning issues. The committee is to receive and review the project site plan and all applicable materials submitted to the city in suppon of the development application including the respective environmental documents. However, the review of the environmental documents (environmental impact repons of negative declarations) is to use them as tools for evaluating the project and not to review them in terms of the adequacy of the document itself. A secondary role is to also evaluate the project characteristics relative to the site plan, or "site specific" issues related to safety such as pedestrian/traffic safety, internal traffic patterns/circulation, parking, lighting, noise, signage, and drainage. A more focused review of the above stated issues along with all environmental impacts and building design/aesthetics will be performed by the Resource Conservation Commission and Design Review Committee respectfully. Landscaping is to be leviewed and approved by the city's landscape architect. .. .. ~ .. . ... '"" PARKS AND RECREATION COMMISSION - (established 7/1/62 by Ordinance 802 and revised 11120/90 by Ordinance 2417) - The commission works in conjunction with the Parks and Recreation Department and is composed of seven members appointed to four- year terms on a staggered basis. This body has the following role and function: ... .. . Acts in an advisory capacity to the City Council on all matters penaining to parks, recreation, and playgrounds. .. . Considers the annual budget for parks and recreation purposes during the process of its preparation and makes recommendations to the City Council. Assists in the planning of a recreation program for citizens of the city; promotes and stimulates interest in the program. .. . ... . Solicits to the fullest extent possible the interest and cooperation of school authorities and other public and private agencies in the recreation program. .. PLANNING COMMISSION - (established 1/3/28 by Ordinance 334,669, and Chaner ~60S (1949) - The commission works in conjunction with the Planning Depanment and is composed of seven members appointed to four-year terms on a staggered basis. This commission has the following role and function: .. "'I' ! I, · Recommends to the City Council the adoption, amendment, or repeal of a master plan or any part thereof for the physical development of the city. · Exercises such functions with respect to land subdivision, planning, and zoning as specified by state law and local ordinances. , , b 1 I -34- 1 I I I I I I I I I I I I I I I I I I I RESOURCE CONSERVATION COMMISSION - (established 9/15170 by Ordinance 1299) - The commission works in conjunction with the Planning Department. The commission, formerly called the Environmental Control Commission/Historical Site Board, is composed of seven members appointed to four-year terms on a staggered basis. This body has the following role and function: . Recommend and advise the City Council regarding legislation relative to the environment. . Work with all other boards, commiSSIOns, and other agencies, state and federal, in the area of environmental quality. . Promote and assist community action groups in the private sector whose existence and purpose is to reshape the community environment. . Hold hearings and take testimony of persons under oath, if desired, relating to any matter under investigation or in question before the commission. . Advise the City Council regarding energy conservation, environmental quality, and historic site preservation (Ordinance 1928). SAFElY COMMISSION - (established 5/9/67 by Ordinance 1056) - The commission works in conjunction with the Public Works Department and consists of seven members appointed to four-year terms on a staggered basis. The commission has the following role and function: . Conceives and develops ideas and suggestions which would specifically or generally contribute to the improvement of personal, traffic, or property safety within the city. . Receives and processes such ideas from any individual or group of individuals and after consideration and study, makes appropriate recommendations by resolution to the City Council. . Disseminate information concerning hazardous waste matters to the Council. SOUIHWESf PROJECT AREA COMMITTEE - (established 7/17/90 by council Resolution 15714; revised 3/16/93 by agency Resolution 1309) - The committee works in conjunction with the Community Development Department and consists of nine members representing business owners/operators, business tenants, and residents from the project area. On August 17, 1993, the City Council voted to merge the Montgomery Planning Committee with the Southwest Project Area Committee. This committee has the following role and function: -35- - j . The committee reviews all projects requiring discretionary land use approvals by the Redevelopment Agency and/or City Council through conditional use permits/special permits, zone changes, and other land use permits as specifically allowed pursuant to the Southwest Redevelopment Plan and the Montgomery Specific Plan. Projects that do not require discretionary approval by the Agency or Council and/or those that can be approved "administratively" as set forth in the Municipal Code (e.g. a non-discretionary site plan review) are not reviewed by the committee. In addition, variances are not to be reviewed by the committee unless it is included as part of the project that requires a discretionary land use approval as described above. Variances will be handled "administratively," and those variances that cannot be decided administratively, will be forwarded directly to the Redevelopment Agency. ... .. ""! ... ... . The primary role of the committee is to evaluate projects brought before them in terms of overall land use appropriateness, general economic impact of land use changes, and related planning and zoning issues. The committee is to receive and review the project site plan and all applicable materials submitted to the city in support of the development application including the respective environmental documents. However, the review of the environmental documents (environmental impact reports or negative declarations) is to use them as tools for evaluating the project and not to review them in terms of the adequacy of the document itself. .. .. ... ... . A secondary role is to evaluate the project characteristics relative to the site plan, or "site specific" issues related .to safety such as pedestrian/traffic safety, internal traffic patterns/circulation, parking, lighting, noise, signage, and drainage. A more focused review of the above stated issues along with all environmental impacts and building design/aesthetics will be performed by the Resource Conservation Commission and Design Review Committee respectfully. Landscaping is to be reviewed and approved by the city's landscape architect. ... .. ... TOWN CENTRE PROJECT AREA COMMITTEE - (established on 6/4/76; expanded on 6/7/88 by agency Resolution 929 and council ResolUtion 13605; revised on 3/16/93 by agency Resolution 1309) - The committee is no longer operating under the State of California mandated responsibilities for project area committees under Health and Safety Code sections 33385 through 33388. ... ... The committee works in conjunction with the Community Development Department and consists of seven members appointed to indefinite terms representing business owners, business tenants, and residents from the project area. This committee has the following role and function: ... ... ... -36- ... I I I I I I I I I I I I I I I I I I I . The committee reviews all projects requiring discretionary land use approvals by the Redevelopment Agency and/or City Council through conditional use permits/special permits, zone changes, and other land use permits as specifically allowed pursuant to the Town Centre I and II Redevelopment Plan and the Town Centre Procedures Manual. Projects that do not require discretionary approval by the agency or council and/or those that can be approved "administratively" as set forth in the Municipal Code (e.g. a non- discretionary site plan review) are not reviewed by the committee. In addition, variances are not to be reviewed by the committee unless it is included as part of the project that requires a discretionary land use approval as described above. Variances will be handled "administratively," and those variances that cannot be decided administratively, will be forwarded directly to the Redevelopment Agency. . The primary role of the committee is to evaluate projects brought before them in terms of overall land use appropriateness, general economic impact of land use changes, and related planning and zoning issues. The committee is to receive and review the project site plan and all applicable materials submitted to the city in support of the development application included the respective environmental documents. However, the review of the environmental documents (environmental impact reports or negative declarations) is to use them as tools for evaluating the project and not to review them in terms of the adequacy of the document itself. . The committee will continue their role as the Parking Place Commission. It shall review parking improvements, procurement, regulations, fee structure, enforcement, and revenues and expenditures related to the parking facilities provided in the Town Centre I project area. As the committee, they will forward recommendations to the Redevelopment Agency/City Council as appropriate. . A secondary role is to evaluate the project characteristics relative to the site plan, or "site specific" issues related to safety such as pedestrian/traffic safety, internal traffic patterns/circulation, parking, lighting, noise, signage, and drainage. A more focused review of the above stated issues along with all environmental impacts and building design/aesthetics will be performed by the Resource Conservation Commission and Design Review Committee respectfully. Landscaping is to be reviewed and approved by the city's landscape architect. UNITFD NATIONS DAY COMMITIEE - (established 9/7/65) - The committee generally consists of about fifteen members. The committee's main function is to promote friendly relations between all members of different nations who come to Chula Vista. -37- - .. VETERANS ADVISORY COMMISSION. (established 6/14/94 by Ordinance 2593) . The commission is composed of seven voting members and two staff ex-officio members to be designated by the City Manager. The commission has the following role and function: .. · Provide advice to the City Council on matters directly relating to veterans. .. . To serve as an information resource to the City Council on matters relating to the city policy regarding veterans entitlement programs established by legislation from federal, state, or county. .. . To promote and assist the city on Veteran's Day or Memorial Day observations and other city military recognition events. .. . Encourage and promote patriotism in the city including support as available to military services recruitment offices. .. . To provide a forum for discussion of issues relating to military veterans. .. . Coordinate with the city veterans fraternal organizations regarding resources available for mobilization in case of a disaster or emergency. .. . To promote interest in flag etiquette and display and represent the city in providing notices of flag use violations. .. . Coordinate city individual recognition programs for active duty military and veteran residents of the city who have achieved significant merit. - . Provide advice and assistance to city residents when requested regarding resources available to veterans' spouses and veterans' dependents. .. . Formulate and develop a recommended city position and endorsement regarding proposed legislation affecting veterans and military personnel. .... . Attend meetings of and report on actions affecting the city taken by the San Diego County Veterans Advisory Council. - . Study future needs of veterans including veterans homes and veterans halls. .. . Act as liaison between the city and veterans fraternal organizations regarding community programs. .. · Provide various analyses and reports to the City Council. . Provide advice regarding matters of protocol with which veterans are especially familiar such as flag presentation, color guard procedures, and other military and paramilitary procedures. - .. .38- .. I I I I I I I I I I I I I I I I I I I YOUIH COMMISSION - (established 5/25/71 by Ordinance 1335 and revised 5/27/80 by Ordinance 1912 and Ordinance 2555) - The commission is composed of nine members appointed and up to three general ex-officio members, who shall not be required to be a qualified elector of the City, appointed to a nominal period of four years and shall terminate on June 30th of the fourth year of their term. The City Manager or his/her designated representative shall also be an ex-officio member of the commission. Members shall be either students or non-students who have reached or passed the seventh grade at the time of appointment and shall maintain residence throughout the term of office and be under the age of eighteen at the commencement of the term to which they are appointed. The council will use its best efforts to appoint at least one student from as many as possible of the high schools, middle schools, and junior high schools within the city limits. If there are no applications from a particular school, applicants will be appointed from another school. The commission has the following role and function: . Establish a direct communication link between the young people of Chula Vista and the City Council to assist in those matters which are of concern to the young people and, in turn, to the entire community. . Provide recommendations and suggestions to the City Council and to all boards and commissions of the City of Chula Vista reflecting the point of view of the young people in the community. CITlZEN ADVISORY COMMITTEES In addition to standing boards and commissions, the City Council may periodically appoint citizens advisory committees (mayor's ad hoc committees) which are generally for a specific task, and due to their nature, larger in membership. Specific guidelines concerning tasks and membership would be established by the City Council. The Mayor's ad hoc committee members are ratified by the City Council and serve for a period not to exceed twelve months unless there is a request for an extension and justification accepted. Reports and recommendations from the Mayor's ad hoc committees are sent directly to the Mayor. -39- - ROLE OF BOARD, COMMISSION, AND COMMITIEE MEMBERS '"'! GENERAL GUIDELINES ... Selection as an active member of a city board, commission, and/or committee provides an unusual opportunity for genuine public service. Although the specific duties of each of Chula Vista's advisory bodies vary widely with the purpose for which they are formed, there are certain functions common to all board, commission, and/or committee members. Following is a summary of the important responsibilities of members and guidelines which will assist in maximizing one's contribution to the city. ... ... ... . UNDERSI'AND THE ROLE AND FUNCfION OF TIlE BOARD, COMMISSION, AND/OR COMMITTEE ... Board, commission, and/or committee members should become acquainted with the city programs within their group's scope of interest by consulting with relevant department directors responsible for these programs. However, the role of the board, commission, and/or committee is to advise the City Council on specific city program areas and related policies as set forth in the role and function, not to establish city policy or administer city programs or direct stafJ. ... ... · BE CAREFuL TO PROPERLY REPRESENT TIlE BOARD, COMMISSION, OR COMMITTEE ... ... Individual board, commission, and/or committee members must not represent their own views or recommendations as those of the board, commission, and/or committee unless the majority of the body has officially voted to approve such action. Board, commission, or committee members making recommendations or expressing views not approved by a majority of a commission should indicate they are expressing themselves as private citizens. Public statements should contain no promises to the public that purport to be binding on the board, commission, committee, staff, and/or City Council. When making statements to the press, members should indicate that commission actions are "recommendations" and that final action will be taken by the City Council. Comments to the press and public should be factual. Individual opinion must be identified as such. When a report is forwarded to Council as per motion by the majority of the membership, a minority report may be forwarded at the same time. ... ... .. ... ... · BE CONCERNED WITH THE ENTIRE COMMUNITY Although board, commission, and/or committee members may be selected in part on the basis of representing clearly defined groups, in order to assure that all ... ... -40- ... I I I I I I I I I I I I I I I I I I I interests are voiced and considered, members should pledge to represent the overall public good and not that of an individual, exclusive group, or interest. The question, "What is good for the entire community?" should take precedence over, "What will increase the advantage of my interest group?" . KEEP TIIE LINES OF COMMUNICATION OPEN A board, commission, and/or committee is in the unique position of serving as a liaison between the Council and the general public in helping to reconcile contradictory viewpoints and building a consensus around common goals and objectives. Therefore, each member must serve as a communication link between the community and the council explaining city programs and recommendations to the public as well as providing a channel for citizen expression. . BE CONSCIOUS OF YOUR RElATIONSHIP TO THE CITY COUNCIL AND CITY SfAFF Good relations with the City Council and city staff are necessary for the successful operation of any board, commission, and/or committee. It is important that each board, commission, and/or committee member respect the authority of those who, in the end, will be charged with the final responsibility for action taken by the city. To avoid placing the city staff in a compromising position and to facilitate effective communications, it should be clear that your actions as a board, commission, and/or committee member are done with the approval of the board, commission, and/or committee as a body. In contacting city personnel on business matters, the proper channel is through the City Manager's Office or the department director or his/her designated representative. . ESfABUSH A GOOD WORKING RElATIONSHIP WITH OlllER COMMISSION MEMBERS On many occasions, the success or failure of the efforts of a board, commission, and/or committee member is largely dependent upon the degree of cooperation evident among the individual members of the body. In order to build a consensus around common goals and objectives, members will often have to first reconcile contradictory viewpoints and show a willingness to objectively consider the real and/or basic issues. There is nothing wrong with agreeing to disagree on a specific plan or course of action, but one should try not to be disagreeable. Another way of developing this cooperation is for each board, commission, and/or committee member to do his/her part to ensure that meetings proceed in an orderly manner. The chair is primarily responsible for seeing that consideration of agenda items moves along expeditiously but with reasonable time allocated to each -41- III " .ji item. Each member can assist the chair by becoming familiar with the basic rules of parliamentary procedure and by adequately preparing any presentation made to the board, commission, and/or committee. One way to enhance the meeting time is to submit questions to staff and have answers or discussions prior to the meeting time. '"" ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... -42- ... /III/Ilk !'llgl;' -43- .. GUIDELINES FOR CONDucr OF MEETINGS' Parliamentary Procedure - When conducting board or commiSSIOn meetings, the parliamentary system should be adhered to so as to insure order, guarantee the rights of individuals, and effectively conduct business. It should be remembered that parliamentary law should be used to facilitate meetings and not over-used so as to become an obstacle to its proceedings. Certain basics of parliamentary law should be used and understood. This knowledge will increase the effectiveness of the meeting and hasten its adjournment- among these are motions and subsidiary motions. "'! ... ""l ... . Main Motions - A main motion carries the principal business to the floor, and therefore, only one'main motion should be considered at any given time. When introducing business to the commission, board, or committee, state: "I move that...". Strive to stay away from stating intentions and follow by, "I so move." The secretary notes only key concerns of a meeting which includes all motions. By preceding a motion with "I move," the secretary picks up the associated verbiage on cue. Always state YOllr intentions clearly and in your own words. ... ... ... When a second is required for a motion, as virtually all do, it may be seconded by any other member by simply saying, "I second it." The chair then restates the motion and if it is debatable, asks, "Is there any other discussion?" Following the discussion, a vote is taken. It should be remembered that an affirmative majority vote of the C11tire membership is necessary for action to be taken. ... " "'! ... . Subsidiary Motions - In addition to the original main motion, there are seven motions called subsidiary motions which may be made while an original main motion is pending. Subsidiary motions are motions that may be applied to an original main motion and must be acted upon ahead of an original main motion. By their use, an original main motion may be rejected, amended, referred to a committee, postponed to a certain time, postponed indefinitely, debate may be limited or closed, or the original main motion may be tabled. Thus, subsidiary motions are motions that may be applied to, or have reference to, an original main motion. ... ""l ... ... . Substitute Motion - A substitute motion serves the same purpose as an amendment but with a greater impact. A substitute motion will change an entire paragraph or perhaps the entire motion, resolution, or ordinance it deals with. The use of a substitute motion quite often prevents a split vote. It provides an alternate to a vote that will probably fail. A substitute motion is subject to debate and amendment. ... ""l ... -44- ... I I I I I I I I I I I I I I I I I I I Following is a simple chart which will, hopefully, clarify rank and order regarding motions. Main motion: Substitute motion: Subsidiary motions: Postpone to time certain: Postpone indefinitely: Amendment: Refer: Table: Limit, extend debate: Close debate: Intrcduces business. This motion must have a second and is subject to debate and amendment. Needs a second. Changes the main motion; open to discussion. Refers main motion to future meeting; it requires a second; it is debatable and amendable. Rejects main motion. This motion requires a second; it is debatable; it may not be amended. Changes wording or details of preceding motion. It requires a second; it is open to debate and may itself be amended. Assigns business to subcommittee for further study. This needs a second and is debatable. Needs a second, but there should be no reason to open it to debate; it merely postpones or reintroduces motions. Requires a second; it is undebatable; may be amended by changing the limitations. Needs a second and is undebatable. The chair should be well informed of parliamentary law even beyond this simple introduction. Other points the chair should remember is that a motion may be out of order, not the member, unless perhaps, he is causing a disturbance. The city has designated a city employee as an ex-officio member to assist with the proceedings. Please use this assistant courteously and advantageously. Presiding Over Meetings - The members should keep in mind that ten minutes is sufficient time to wait in case the chair is late; the vice-chair shall then preside. In the event both the chair and vice-chair are late, the secretary shall call the meeting to order and conduct elections for the chair pro tempore. After swift, efficient proceedings have been held, the meeting is adjourned. Adjourning the meeting as quickly as your business allows is important as it will release the secretary. Time for coffee and socializing may be available after the meeting. Please do not hesitate to adjourn when all official business has been completed! -45- ~ Important Points to Remember - Here are a few other important points which each commission member should consider in the relationship with other members: .. · Always show respect for the other individual's viewpoint. .. . Allow other members adequate time to present their views fully before making comments. ... . Be open and honest at all times. ... . Recognize new members and see that they are made welcome and receive assistance in becoming acquainted with their new duties. ... . Strive to minimize political action among members. .. PARTICIPATION IN POUIlCAL ACTIVITIES ... Local government elections in California are generally non-partisan. Council appointments to a city board, commission, and/or committee are made without regard to political party affiliation. Acceptance of any appointment to a board, commission, and/or committee does not in any manner restrict individual citizen participation in political activities of their choosing at any level of government, be it local, state, or federal. Appointees should not, however, use their appointed office or title in the conduct of such activity. ... ""! ... ... ... ... ... .. ... ... -46- ... 1I1(lIIk Pagt' -47- - ENDNOTE .., ... ""! 1. O'Brian, Joseph F., Parliamentary Law for the Lavman, Harper and Brothers Publishers, New York, 1952. ... ... ... ... ... ... ... ... ... ... ... ... ""! ... -48. ... . . . . . . '. . . . . . . . . . I . I INDEX Access Appeals Board ...................................... Agenda ............................................... Aging (Commission on) ..................................... Annual Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appeals and Advisors (Board of) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Appeals ............................................... Appointment (by City Council) ................................ Appointment of Chair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assistant City Manager/Deputy City Managers ....................... Attendance ............................................. Brown Act ............................................. Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Building and Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Business Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Charter Review Committee ............................... Child Care Commission ..................................... Citizen Advisory Committees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . City Attorney . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . City Clerk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . City Council and Mayor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . -49- 24 17 24 18 25 18 11 18 6 12 21 18 6 13 25 26 39 6 6 5 City Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 ... Civil Service Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Code of Ethics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Community Development .................................... Conflict of Interest ........................................ Cultural Arts Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 "'" J 13 "'" 7 , 14 "'" 27 Design Review Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 - Economic Development Commission ............................. 28 Eligibility (to be a b/c/c member) ........................... Ethics (Board of) .... . . . . ........ .................. . . ..... Finance/Purchasing .. . ...... " ........... .............. Fire ....... . '" . . .................................. General Guidelines (roll of b/c/c member) ........................ . General Operating Guidelines (of b/c/c) . . . . . . . . . . . . . . . . . . . . . . . . Growth Management Oversight Commission . . . . . . . . . . . . . . . . . . . . . . . . . Guidelines for Conduct of Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . History of Chula Vista . . . .................................. . Housing Advisory . . . . . . . . .... ............................. Human Relations Commission ...... . . ....... .................. Important Points to Remember ... . " ....... .......... .......... International Friendship Commission ............................. 32 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Library ............................................... 7 Library Board of Trustees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 -50- .. 15 .., 29 7 .. . 7 .. "' 40 ""! 11 30 - 44 - 1 31 .. 32 - 46 - 1 - ""! . ""! . ... I I I I I I I I I I I I I I I I I I I Management and Information Services ............................ Meeting Places . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mobilehome Rent Review Commission ............................ Nature Interpretive Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Officers Appointed by City Council . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Operating Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organization and Operating Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . Otay Valley Road Project Area Committee . . . . . . . . . . . . . . . . . . . . . . . . . . Parks and Recreation ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Parks and Recreation Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . Parliamentary Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Personnel .............................................. Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Planning Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Police ............................................... Political Activities (participation in) .............................. Presiding Over Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Public Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purchasing/Finance .................................... Ralph M. Brown Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Referrals to City Council .................................... Resource Conservation Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Safety Commission ........................................ Secretarial Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . -51- 7 18 33 8 5 6 17 33 8 34 44 8 8 34 9 46 45 9 7 21 19 35 35 19 Southwest Project Area Committee .............................. Terms of Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Town Centre Project Area Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . United Nations Day Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Vacancies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Veterans Advisory Commission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Voting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Youth Commission ............................. .. . . . . . . . . . . -52- .. 35 15 36 37 15 38 19 39 ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ...