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HomeMy WebLinkAboutAGENDA REPORT 2025 0716 CC REG ITEM 09BCITY OF MOORPARK, CALIFORNIA City Council Meeting of July 16, 2025 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. B. Consider Update on Teen Council; and Consider Revising Resolution No. 2022- 4097 to Revise Policy 2.2 to Remove References to Teen Council. Staff Recommendation: Direct staff to revise Policy 2.2 to remove references to the Teen Council with the next City Council Policies update. All previous Teen Council Guidelines are rescinded by this action and all specific program guidelines are incorporated into Administrative Policy PRCS-6. (Staff: Jeremy Laurentowski, Parks and Recreation Director) Item: 9.B. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director DATE: 07/16/2025 Regular Meeting SUBJECT: Consider Update on Teen Council; and Consider Revising Resolution No. 2022-4097 to Revise Policy 2.2 to Remove References to Teen Council BACKGROUND On February 5, 2025, staff prepared an update on the Teen Council for the City Council’s consideration. The update was in response to the City Council Goals for Fiscal Years (FYs) 2023/24 and 2024/25, Objective 3.10, Moorpark Teen Engagement Study and Teen Council Evaluation. The administration of the Teen Council is governed by the City Council’s Policies Resolution (Policies). The Policies administer a variety of functions governed by the City Council across all City departments. On February 2, 2022, the Administration, Finance, and Public Safety (AFPS) Standing Committee, comprised of the Mayor and Mayor Pro Tem, considered a comprehensive update to the Policies, and on May 18, 2022, Resolution No. 2022-4097 was presented to and adopted by the full City Council. The changes included language updates which provide overarching policy statements for existing policies, and for the transition of sections with detailed policy language into Moorpark Administrative Procedures administered and implemented by the respective departments. Of particular note is City Council Policy 6.4, Teen Council, and Policy 2.2, Advertising and Appointment Procedures for Appointments to Boards, Commissions, and Committees, specifically Item No. 10, which is the appointment procedure for appointments to the Teen Council. City Council Policy 6.4 maintains a general statement regarding the Teen Council that would be administered by the City Council with the details of the program and its functions delegated to Parks and Recreation Director and his/her designee. The program details and procedures have been moved from the City Council Policies and incorporated into Moorpark Administrative Policy Manual, PRCS-6, Teen Council (PRCS-6), administered by the Parks and Recreation Director. Item: 9.B. 58 Honorable City Council 07/16/2025 Regular Meeting Page 2 City Council Policy 6.4 states the following: “The Moorpark City Council has created a Teen Council to encourage young residents to: actively participate in the operations of their City government in a positive and productive manner, provide the opportunity to facilitate communication and a spirit of involvement by youth in City government; and provide a learning experience for Teen Council members that is conducive to leadership growth. The purpose of the Teen Council is to investigate and make recommendations to City Parks, Recreation and Community Services Department staff on recreational programming and other matters of concern to Moorpark teens, and such other duties and functions as may be specifically assigned to the Teen Council by the City Council. The details of the program and its functions are delegated to Parks and Recreation Director and his/her designee.” Since 1994, the Recreation Division has been responsible for managing the Teen Council. The original purpose of the Teen Council was to investigate and make recommendations to City staff on recreational programming and other matters of concern to Moorpark teens. Although many Teen Councils in prior years have had success planning and participating in recreation activities, active participation in the Teen Council has declined over the years. This seems to coincide with the decline in teen participation in organized events overall, such as the teen dances that were popular for many years and offered by both the City and the Moorpark Unified School District, as well as other specific teen events such as concerts and game nights. Additionally, the structure of the Teen Council has created challenges for both staff and the teens in the ability to coordinate and plan events and programs, or to have in-depth discussion on various matters affecting teens. This is because the Teen Council is a legislative body subject to the Brown Act and all meetings must be held in accordance with this open meeting law, which requires preparation and advance posting of the agenda, and limits discussions solely to items on the agenda. These restrictions have not been conducive in producing true engagement with the teens, or for the Teen Council to be able to recommend, develop, or implement successful teen programming. Additionally, due to declining regular attendance, approximately 15% of the meetings were cancelled due to a lack of quorum over the last few years, and approximately 40% of the meetings that did have a quorum, had approximately 30% of the Teen Council members absent. Because of this, the function of the Teen Council has transitioned from an active role in the planning and implementation of teen related programs and events, to a more passive role, whereby the Teen Council assists the Recreation Division by volunteering on the day of teen and community events and has had limited success planning and implementing new programs. The FY 2023/24 and 2024/25 City Council Goals included Objective 3.10, “Moorpark Teen Engagement Study and Teen Council Evaluation.” The purpose of the objective was to evaluate the structure of the Teen Council to determine opportunities to improve the program. Staff initiated the evaluation in FY 2023/24 starting with an informal survey of the Teen Council. The survey covered a variety of subject areas, such as: why they 59 Honorable City Council 07/16/2025 Regular Meeting Page 3 applied to be on the Teen Council, what are their interests as it relates to teen programming, what they wanted to get out of the Teen Council, to name a few. Of particular note was the fact that members of the Teen Council stated that they have a strong interest in wanting to help expand recreational programs for Moorpark teens. Additionally, the Teen Council members have an interest in developing leadership skills and obtaining a better understanding of government functions. Over the course of the FY 2023/24 term, staff met with the Teen Council regularly to identify ways to improve the program and used the survey as the basis for discussion. Ultimately, staff learned that the Teen Council had interests related to recreation, government functions, and particularly a variety of social issues that affect teens. The following are the primary changes to the program that were developed by the Teen Council and included in the Moorpark Administrative Policy Manual, PRCS-6: •Develop at least three (3) Teen Council Ad Hoc Committees (Ad Hoc Committee) each year so that the Teen Council members can freely engage in conversations about a variety of issues related to teens, better plan and organize events and programs, and engage Moorpark teens in functions of the Teen Council. •Plan and organize at least one event for teens each term and develop a new event for the following year for Teen Council members to plan and organize. •Update the Parks and Recreation Commission at least twice a year, and the City Council at least once a year on all matters related to the Teen Council. DISCUSSION Since implementing these changes, staff has received positive feedback from the Teen Council members. The meetings have been engaging and participation and attendance has improved. As a comparison, the FY 2022/23 Teen Council term ended with the teens logging approximately 248 volunteer hours. In FY 2023/24 and FY 2024/25 the teens logged 315 hours and 317 hours respectively, showing renewed interest in the Teen Council overall. However, as mentioned during the February 2025, Teen Council update, staff continued to work with the Teen Council on the newly implemented objectives and has evaluated the effectiveness of the changes. Staff has determined that several additional changes would allow for increased engagement by the Teen Council. To increase active participation, staff recommends the removal of the restrictions associated with the Brown Act. Per Resolution No. 2022-4097, Policy 2.2, Teen Council members are appointed by the City Council, creating a legislative body, and therefore, the Teen Council is subject to the Brown Act. Even though the Teen Council has no actual decision-making authority, all meetings must be held in accordance with the Brown Act, which requires preparation and advance posting of the agenda, limiting discussion to items on the agenda, and preparing minutes. While the addition of select Ad Hoc Committees has somewhat alleviated the complications of working within the confines of 60 Honorable City Council 07/16/2025 Regular Meeting Page 4 the Brown Act, the continued restriction of only being able to discuss items on the meeting agenda has not been effective in producing true engagement with the teens, and still limits the Teen Council’s ability to develop or implement successful teen programming. The number of applicants allowed to participate in the Teen Council is another limiting factor. In 2009, participation in the Teen Council was increased to a maximum of 15 members, and since then, as few as 14 and as many as 36 teens have applied to be appointed to the Teen Council. Since the Teen Council is limited to 15 members, there are teens who are interested but are not chosen to participate. Additionally, most teens who apply for the Teen Council tend to already be involved in numerous extracurricular activities and have significant demands on their time. This results in members that are often unable to regularly attend the Teen Council meetings. It is not uncommon for meetings to be cancelled for lack of quorum, or to run with just enough members to make a quorum. Staff recommends allowing an unlimited number of teens to participate in the Teen Council to allow for a larger number of teens that regularly attend meetings. Removing the restrictions associated with the Brown Act would also eliminate the need to cancel a meeting due to lack of a quorum. Because staff is recommending an unlimited number of teens to participate in the Teen Council, as well as removing the formation of a legislative body, staff recommends that the City Manager or his/her designee appoint the members of the Teen Council. This is due to the fact that the selection process will no longer be competitive and will be based solely on residency and school enrollment. Staff will introduce the Teen Council to the City Council at the beginning of their term and the Teen Council will provide the City Council with an update of the Teen Council’s achievements no less than annually. The final change that staff is recommending is a change from bi-monthly meetings to monthly meetings. The addition of Ad Hoc Committees provided the teens with an opportunity to get together outside of the regular Teen Council meetings to discuss matters related to each Ad Hoc Committee. However, it also placed a larger time commitment on each Teen Council member. Staff recommends maintaining the formation of the Ad Hoc Committees but changing the meetings from bi-monthly to monthly. The recommended changes to Policy 2.2 are included as Attachment No. 1. Because PRCS-6 is now an Administrative Policy administered by staff, no City Council action is required. However, the changes to PRCS-6 have been included as Attachment No. 2 for reference. 61 Honorable City Council 07/16/2025 Regular Meeting Page 5 ENVIRONMENTAL DETERMINATION This action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines. Therefore, no further environmental review is required. FISCAL IMPACT None. COUNCIL GOAL COMPLIANCE This action is consistent with FYs 2023/24 and 2024/25 City Council Strategic Priority: Governance, Goal 3: Excellent City Governance, Objective 3.10: “Moorpark Teen Engagement Study and Teen Council Evaluation.” STAFF RECOMMENDATION Direct staff to revise Policy 2.2 to remove references to the Teen Council with the next City Council Policies update. All previous Teen Council Guidelines are rescinded by this action and all specific program guidelines are incorporated into Administrative Policy PRCS-6. Attachment 1: Revisions to Resolution No. 2022-4097, Policy 2.2 Attachment 2: Revisions to Moorpark Administrative Policy PRCS-6 62 Resolution No. 2022-4097 Page 15 Internal Revenue Service rates for reimbursement as established in publication 463 or any successor publication shall be used for those items. F. All expenses not covered by this policy shall be approved by the City Council in a public meeting before the expense is incurred. G. Pursuant to Section 53232.4 of the Government Code, penalties for misuse of public resources or falsifying expense reports in violation of expense reporting polices may include, but are not limited to the following: (a) The loss of reimbursement privileges. (b) Restitution to the local agency; (c) Civil penalties for misuse of public resources pursuant to Government Code Section 8314; and (d) Prosecution for misuse of public resources pursuant to Section 424 of the Penal Code. SECTION 2. POLICIES ADMINISTERED BY THE CITY MANAGER’S OFFICE AND CITY CLERK Policy 2.1: City Clerk Records Destruction Approval Authority In accordance with Government Code Section 34090.5, and Municipal Code Section 2.16.030.4, the City Council authorizes the City Clerk to approve the destruction of records, documents, instruments, books, and papers, without the approval of the legislative body or the written consent of the City Attorney, subject to compliance with the conditions specified in Government Code Section 34090.5. Policy 2.2: Advertising and Appointment Procedures for Appointments to Boards, Commissions, and Committees 1. At the end of each calendar year, an Appointments List will be prepared and advertised broadly of all citizen appointive positions and their expiring term of office (in compliance with the Maddy Act requirements, Government Code Section 54973). A contact number and request for communication with the City Clerk will be included, to allow residents to obtain information on any requirements for the appointed positions, and to facilitate communication with the City Clerk in the event a citizen has an interest in being placed on the appointee resource list. The Appointments List and notice of availability shall remain posted for the month of January. In addition, the Local Appointments List shall be made available for the public to purchase for the actual cost of reproduction. 2. Not later than 30 days prior to the expiring term of office of a citizen appointee, the City Clerk will prepare and distribute a press release. The City Clerk will also post such notice broadly on public information platforms and City facilities. 3. Interested persons will be asked to submit a City Board, Commission, and Committee Application to the City Clerk. The application form shall include language that asks applicants to identify all open recruitment citizen appointments for which they would like to be considered to facilitate use of one application form for more than one open recruitment occurring at the time of application. Recruitment shall be conducted by an online application using the City’s website and submitted 63 ATTACHMENT 1 Resolution No. 2022-4097 Page 16 electronically or in person to City Hall. 4. When an unscheduled vacancy occurs for any City Council citizen appointment, and six (6) months or less will remain in the citizen appointment term following a thirty (30)-day recruitment, the City Clerk will request the City Council give direction on whether to recruit or leave the appointment position vacant. When more than six (6) months will remain in the appointment term following a 30-day recruitment, recruitment will be initiated and notice of the vacancy will be posted not later than twenty (20) days after the vacancy occurs on public information platforms and City facilities. (in compliance with the Maddy Act requirements). Advertisement of the citizen appointment opportunity will be initiated by the City Clerk in the same manner as for an expiring term, unless the City Council determines that the vacancy will not be filled due to the length of the remaining term of office. 5. The City Clerk shall maintain a resource list of citizens who have expressed an interest in serving as appointees on advisory boards, commissions and committees and will mail an application at the time of the next advertisement. 6. In order to be considered for City Council appointment to a board, commission, or committee, the applicant must be a resident of the City of Moorpark and shall also be a registered voter, in the City of Moorpark, with the following exceptions: A. There is no registered voter requirement for Teen Council. B.A. An applicant for the Moorpark Arts Commission must reside within the City, the City’s Area of Interest, the Moorpark Unified School District boundaries, or own a business within the City of Moorpark. 7. Applicants for the Arts Commission, Parks and Recreation Commission, Planning Commission, and Library Board are required to attend a regular or special City Council meeting, as scheduled by the City Clerk, to make a brief presentation on qualifications and interest in the appointment (not to exceed three minutes). A presentation will not be required if after recruitment a determination is made by the City Clerk that only the incumbents for the expiring appointments have reapplied. In this case, the City Clerk shall proceed with scheduling an agenda item for City Council appointment. The City Council may direct the City Clerk to conduct further recruitment prior to appointment. When presentations for Commission and Library Board applicants are scheduled, failure of any applicants to make a presentation shall result in disqualification for appointment. Use of PowerPoint will be permitted if the City Clerk has been provided with the PowerPoint file no less than 24 hours prior to the presentation. The City Clerk shall schedule the presentations for the applicants for the Commissions at one or both of the December regular meetings, at the first regular meeting in January, or at a special meeting, as directed by the Mayor. The City Council may by majority vote further extend the date for the presentations. The City Clerk shall schedule the presentations for the applicants for Library Board at a 64 Resolution No. 2022-4097 Page 17 regular or special meeting of the City Council, prior to the new term of office beginning in July (as established by State law). 8. As per Government Code Section 40605, the Mayor shall make all appointments to boards, commissions and committees. 9. The procedure for appointments for all except Teen Council shall be as follows: A. The Mayor shall solicit suggested nominees from members of the Council. B. Prior to making a motion for appointment, the Mayor shall announce the names of all persons he/she intends to nominate, and in the order to be nominated, for a board, commission, or committee. C. The Mayor shall then make a motion putting forth each individual name to be approved for appointment. D. A second shall be required. E. The Council shall vote on each appointment individually. 10. The procedure for appointments to the Teen Council shall be as follows: A. The Mayor shall solicit suggested nominees from members of the Council. B. Prior to making a motion for appointments, the Mayor shall announce the names of all persons he/she intends to nominate, for the Teen Council. C. The Mayor shall then make a motion putting forth all the names to be approved for appointment to the Teen Council D. A second shall be required. E. The Council shall vote on the one motion to appointment the Teen Council. Policy 2.3: Reports from Appointees and Mileage Reimbursement for Attendance Reports Required 1. Reports are required from appointees to the following: Area Agency on Aging Area Housing Authority Citizens Transportation Advisory Committee Air Pollution Control District Advisory Committee Santa Monica Mountains Conservancy 65 CITY OF MOORPARK PRCS DEPARTMENT POLCIES MANUAL PRCS-6 TEEN COUNCIL Approved By: Issued Date: Revision Date: Prior Reference: Jeremy Laurentowski 10/06/2010 07/16/2025 CC POLICY 6.5 PURPOSE The purpose of the Teen Council shall be to investigate and make recommendations to City Parks, Recreation and Community Services Department staff on recreational programming and other matters of concern to Moorpark teens, and such other duties and functions as may be specifically assigned to the Teen Council by the City Council. GUIDELINES 1. Goals 1. To encourage young residents to actively participate in the operations of their City government in a positive and productive manner. 2.To expand and improve programs and events for teens in the Moorpark community. 3. To provide a learning experience for Teen Council members that is conductive to leadership growth. 2. Membership and Organization All appointments to the Teen Council shall be made by the Mayor of the City of Moorpark, with approval of the City CouncilCity Manager, or his/her designee, . consistent with the adopted Council on procedure for appointments (Policy 2.2). The Teen Council shall consist of no less than seven (7) and no more than fifteen (15)members, with a goal of having a minimum of one (1) representative from each grade level from 7th grade to 12th grade. In the event there are sixteen (16) applications, the Council may appoint sixteen (16) members if it determines doing so would help meet the goal of having at least one (1) representative from each grade level from 7th grade to 12th grade. All representatives must be City of Moorpark residents and must be enrolled in school. Special attention should be given to ensure that all middle schools and high schools in Moorpark have some representation on the Teen Council. Representatives would typically be limited to not serving more than a total of three years on the Teen Council to allow more teens the opportunity to serve as a Teen Council representative. In addition to the advertisement procedures specified in Policy 2.2, applicationsApplications for Teen Council shall be made available at City Hall and Arroyo Vista Recreation Center, and sent electronically to administrators for distribution at Moorpark High School, High School at Moorpark College, Chaparral Middle School, Mesa Verde Middle School, and any other location selected by the Parks and Recreation Director or City Clerk to encourage more applications. 66 ATTACHMENT 2 PRCS-6 TEEN COUNCIL 2 of 3 Teen Council members shall each serve a one (1)-year term commencing on September 1 of each year. If a vacancy occurs otherwise than by expiration of a term, an appointment may be made to fill the unexpired portion of the term of officeshould total participation of the Teen Council fall below the seven member minimum. in accordance with Policy 2.2 of this resolution (Advertising and Appointment Policy for Citizen Appointments to Boards, Commissions and Committees). The Teen Council shall conduct itself in an orderly fashion at all meetings and shall follow and obey the standing rules established by the Parks, Recreation and Community Services Department. A meeting quorum shall be defined as a majority of the total appointed members. No member of the Teen Council shall use the title of Teen Council member on any form of communication unless authorized by the Parks and Recreation Director or his/her designee and then channeled through the Teen Council for approval. The Teen Council shall not present or purport to represent any position, policy, or direction for the City of Moorpark without the prior approval of the City CouncilCity Manager, or his/her designee. The Teen Council shall hold bi-monthly meetings with the day, time and location to be determined at the first annual meeting of the Teen Council. Meetings shall be open to all interested participants. The Teen Council shall annually elect its chair, vice-chair, and secretary from its appointed members. City staff will attend all meetings and provide administrative support to the Teen Council, including establishment of the agenda. 3. Duties and Responsibilities A. Attend all Teen Council meetings and other Teen Council activities. B. Develop at least three (3) Teen Council Ad Hoc Committees (Ad Hoc Committee), with concurrence by the majority of the members of the Teen Council and approved by the City staff representative to the Teen Council. I. Actively participate in at least one Ad Hoc Committee. II. Ad Hoc Committees shall be formed and appointed no later than the second meeting of the term. III. At least one Ad Hoc Committee shall include the task of managing a teen event assigned by City staff, as well as developing a new teen event or program that will be managed by the Teen Council in the subsequent term. C. Solicit, receive, and relay to City staff input and suggestions about any matters of concern to the teen residents in Moorpark. 67 PRCS-6 TEEN COUNCIL 3 of 3 D.Participate in publicity and promotional activities of the Teen Council. E. Volunteer at recreation and library special events sponsored by the City. F. Attend a regular City Council meeting at the beginning of the term to be introduced as the new Teen Council. FG. Provide updates on the status of Teen Council operations to the Parks and Recreation Commission no less than quarterly, and to the Moorpark City Council no less than annually. 4. Brown Act Compliance The Teen Council is subject to the Brown Act, including notice and agenda requirements. 54.Removal of Members Any appointed member of the Teen Council may be removed by either of the following: A. A majority vote of the City Council; or BA. Following three (3) consecutive excused or two (2) consecutive unexcused Teen Council meeting absences, or five (5) total absences during the term of the Teen Council member, the Parks and Recreation Director may determine the seat of such member to be vacant. For the purpose of this section, excused absence includes absences due to illness or circumstances beyond the Teen Council member’s control. Scheduling conflicts with other activities will not be considered excused absences. 6. Volunteer Hours Assigned City Recreation Division staff shall prepare a written record of the volunteer hours for each Teen Council member for attendance at the meetings and activities described in Section 3 of this policy. A Teen Council volunteer hours report shall be prepared and presented to the City Council, City Manager, and Parks and Recreation Director in conjunction with the annual Teen Council recognition to be scheduled no later than the second regular Council meeting in July of each year. 68