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HomeMy WebLinkAboutAGENDA REPORT 2008 0206 CC REG ITEM 09D CITY OF MOORPARK,CALL-4"aR'r­ City Council Meeting of o,Z ACTION:— MOORPARK CITY COUNCI AGENDA REPORT BY --- TO: Honorable City Council FROM: Steven Kueny, City Manager DATE: January 31, 2008 (CC Meeting of 02/06/08) SUBJECT: Consider Revisions to City Council Policy 8 — City Council Standing Committees BACKGROUND and DISCUSSION City Council Policy 8 — City Council Standing Committees — sets forth the procedures for appointments, staffing, meeting schedules, agenda reports, and assignments. The current policy, however, is very general concerning what and how items may be referred to a Standing Committee. This has contributed to inconsistent practices and occasional disagreements on what items are considered by a specific committee. As City Manager, I am concerned that staff time could be diverted from City Council directed higher level priorities to lesser, or non-priority items, at the committee level. The proposed revisions are intended to clarify how items are assigned to a committee and more specifically describes each of the three Standing Committees. Attached is a copy of Policy 8 with legislative format to show the proposed changes. Also attached in legislative format is a copy of the portion of the January 2008 Quarterly Update of the City Council and Moorpark Redevelopment Agency Committee Assignments relating to Standing Committees showing changes consistent with the proposed Policy 8 revisions. When the Council reviews its adopted Priorities, Goals and Objectives, the Council can determine which objectives (and other items) should be added to a committee's list of items. STAFF RECOMMENDATION Approve revised City Council Policy 8 and direct staff to include the revised language in the next update of the City Council's Policies Resolution. Attachments: 1) Policy 8 — City Council Standing Committees in legislative format; 2) HCC/MRA Standing Committee Assignments in legislative format S:\City Manager\Everyone\ccagenda\HCC Policy 8 Reso-Proposed Changes-Agenda Rpt 2008 0206.doc 000102 Attachment 1) SECTION 8. POLICY 8 - CITY COUNCIL STANDING COMMITTEES 1. Standing Committees The City Council Standing Committees shall be: Community and Economic Development To consider matters as directed by the City Council generally relating to: 1) community development, economic development, and redevelopment; 2) affordable housing; and 3) homelessness. This committee shall also review proposed GPA Pre-screening requests for a recommendation to the City Council, and a member shall represent the City on countywide economic development groups including Regional Defense Partnership, Base Retention and Closure (BRAC) and Economic Development Collaborative of Ventura County. Finance, Administration, and Public Safety To consider matters as directed by the City Council generally relating to: 1) law enforcement and public safety (police, fire, and emergency medical / ambulance); 2) emergency management; 3) City and MRA finances; and 4) state, federal, and county legislation affecting the City. This committee shall also review proposed Community Development Block Grant (CDGB) funding proposals after the close of the required public hearing for a recommendation to the City Council. Transportation and Public Works To consider matters as directed by the City Council generally relating to: 1) traffic, streets, roads, street lights, speed limits, traffic calming, and public transportation; 2) solid waste, refuse, recycling and handling of hazardous materials; 3) water and waste water; 4) City facilities, buildings and parks; and 5) drainage and NPDES. Because Standing Committee assignments periodically change, a member of this Committee may not be the City's Ventura County Transportation Commission representative. This committee shall also annually review City's Capital Improvement Programs CIP and forward its recommendations to the City Council. 000103 Each committee shall consist of two Council members and a designated alternate. The Finance, Administration, and Public Safety Committee shall consist of the Mayor and Mayor Pro Tempore. The alternate shall be the prior Mayor Pro Tempore. The Finance, Administration, and Public Safety Committee shall serve as the Mobilehome Hardship Review Panel, along with the mobilehome park owner, in compliance with Section 5.52.140.B of the Moorpark Municipal Code. 2. Committee Appointments With the approval of the majority of the members of the City Council, the Mayor shall make all appointments to Standing Committees of the City Council, including the designated alternate. The appointments shall be made at the first regularly scheduled meeting in January of each odd- numbered year and at the reorganization meeting of the City Council in each even-numbered year. 3. Alternates to Committees To avoid potential Brown Act violations of having more than two City Councilmembers consider an item at the committee level, each City Councilmember should determine: a) pursuant to applicable provisions of the Political Reform Act, if a potential conflict of interest exists (consult with the City Attorney if necessary); b) although there is no conflict of interest under the Political Reform Act, there is a desire to avoid an appearance of conflict; or c) if for other reasons a decision is made not to participate. If a Councilmember should so determine/decide not to participate, then that City Councilmember shall contact the designated alternate to serve in his/her place for that item. If the City Councilmember determines/decides not to continue participating after having been involved in Committee discussions of a specific item, he/she should contact the City Attorney to determine if the alternate can serve on the Committee for that item. If an alternate has a conflict or otherwise is not available, the Mayor shall serve or request another City Councilmember to serve. 4. Ad Hoc Committee Items shall be assigned to Standing Committees whenever possible. If not so assigned, at the Mayor's discretion, an Ad Hoc Committee shall be formed. Ad Hoc Committees are not generally subject to the provisions of the Brown Act unless composed of members other than less than a quorum of the legislative body. 2 o001t14 5. Assigned Staff Community and Economic Development Committee Staff: Community Development Director Finance, Administration and Public Safety Committee Staff: Assistant City Manager Transportation and Public Works Committee Staff: City Engineer/Public Works Director The City Manager may designate an alternate and/or substitute as determined necessary. 6. Meeting Schedule A regular meeting schedule for Standing Committees shall be approved by minute action of the City Council at the first regularly scheduled meeting in January of each year. Meetings scheduled prior to a regular, adjourned, or special City Council meeting should be concluded no more than ten minutes prior to the start of the scheduled City Council meeting. 7. Agenda and Reports out of Committee The assigned staff person to a Council Committee will prepare an agenda for the Committee meetings. In addition, the staff person will provide action minutes in the form of an annotated agenda to the full Council within seventy-two (72) hours of the Council Committee meeting showing the Committee's recommendation. Concurrence with the staffs recordation of Committee recommendation(s) to the full Council will be completed prior to the adjournment of the Committee meeting in order to accurately report to the full Council via the action minutes. Action minutes will not be formally approved by the Committee. 8. Committee Assignments The City Manager shall maintain a list of specific assignments for each Standing Committee. The list shall be distributed to the Mayor, City Council and City Staff each calendar quarter (January, April, July and October). The purpose of Standing Committees is to allow consideration of Council directed items by less than a quorum of the Council to assist staff in evaluating the item for a recommendation to the City Council. It is intended to help focus the efforts of staff on a particular item to obtain more efficient, effective and productive use of staff and related resources. 3 000105 Committees do not have oversight of City operations, programs, or City staff. Except as authorized for the Mobilehome Hardship Review Panel, Committees do not make final decisions and their recommendations are forwarded to the City Council for consideration. 9. Items Referred to Committee lrterns may be referred to Committee fmrA City GouTnil approved objeGtives; o by staff; or by an At the time the City Council approves annual objectives, it shall decide the staff work for which objectives, if any, will be reviewed by a Standing Committee prior to consideration by the City Council. These items, along with other items assigned by the City Council, make up the work program for the Standing Committee. To avoid potential conflicts between Standing Committees and to appropriately manage staff's workload, any item not previously identified above shall be directed to a Standing Committee by the City Council at a regular or special meeting. When determined necessary, a Standing Committee may meet with neighborhood residents or groups concerning a matter assigned to that Committee (such as public safety or traffic concerns expressed by residents in a specific area of the City). 10. Items Referred to the Full Council from Committee A consensus of the Committee is required to send an item back to the full Council. A consensus relative to a recommendation on the item need not have been reached. In addition, with three (3) affirmative votes. the City Council may move an item being considered by an Ad Hoc or Standing Committee for consideration by the City Council. 11. Items Recommended by City Commissions and Committees Any matters recommended to the City Council by the Arts Commission, Parks and Recreation Commission, Planning Commission, and other commissions, committees, or other advisory panels appointed by the Mayor with the approval of the City Council shall be forwarded to the City Council for consideration at a regular or special meeting. ,;:•`,„l,:',' =•'c+'_:+ar:2'•\ f.Z :r>' 7r- ..�.. �;(- .l. r F' LlC.l., r �i. ;i �:�;r ( ;t; .�...._ 4 000106 Attachment 2 nil- ly-Upe january 2008 For HCC Meeting of 02/06/08 CITY COUNCIL and MOORPARK REDEVELOPMENT AGENCY COMMITTEE ASSIGNMENTS STANDING COMMITTEES 1. Community and Economic Development Committee Members: Mikos and Parvin Alternate: Van Dam Staff: Community Development Director Meeting Date: Third Wednesday of the month at 6:00 p.m. EK First Time Home Buyer PFegram AG. Re uevts to ^^n,send the-General Plan Amendment Pre-Screening Requests BD. OSCAR Element C . Member of Economic Development Collaborative of Ventura County (EDCVC) Member: Parvin First Alternate: Mikos Second Alternate: Hunter DFF. Regional Defense Partnership Member: To be determined on case-by-case basis Alternate: To be determined on case-by-case basis —E G. Base Retention and Closure (BRAC) 2. Finance, Administration and Public Safety Committee Members: Mayor and Mayor Pro Tern Alternate: Immediate Past Mayor Pro Tern Staff: Assistant City Manager Meeting Date: First Wednesday of the month at 6:00 p.m. A. CDBG Annual Funding Proposals B. Mobilehome Park Rent Hardship Review Panel C. LegislatienReview of City's Annual Legislative Program D.PubliG Safety issues- &D. Revenue Enhancement Options E. California Vehicle Gode (CVC) Enforcement on Private Property 00010'7 HCC/MRA Committee Assignments January 2008 Page 2 3. Transportation and Public Works Committee Members: Millhouse and Van Dam Alternate: Mikos Staff: City Engineer/Public Works Director Meeting Date: First Monday of the month at 5:30 p.m. A. Water and Wastewater Issu°°Review Annual Update to Capital Water Improvement Program B. Solid Waste BC. Truck Scales D. Gity ParatraRsit Review Committee C€. VISTA Board Member: Millhouse Alternate: Van Dam D. Neighborhood Traffic Calming F. F=aGi44ie& G. Drainage and NPDES E. Review conceptual design options for North Hills Parkway and Alternate SR 23. SK:db S:\City Manager\Everyone\ccagenda\HCC-MRA Standing Committee Assignments for HCC Mtg of 2008 0206.doc uO0108