November 11, 2003

SUBJECT: PROGRESS REPORT REGARDING COUNCIL ACTION ITEMS FROM BOARDS AND COMMISSIONS – INFORMATION ONLY 

REPORT IN BRIEF

As directed by Council at their meeting of November 26, 2002, this progress report is presented for Council review one year later as directed.  Council’s recommended actions were;

1.      Invite each Commission to make an annual presentation to the Council about its work.

2.      Ask staff to bring un-ranked Study Issues to Commissions for preliminary review prior to the existing ranking process.

3.      Suggest ways for the City Council to give feedback to Commissions about their recommendations.

4.      Suggest the Mayor and Vice Mayor make annual contact with each Board and Commission.

5.      Invite each Board and Commission to a joint study session with the Council when warranted.

6.      Enact a Council policy such that interested third parties be encouraged to bring their information and/or concerns to Commissions first, when their issues are before those Commissions.

7.      Council will reconsider these and other actions no later than one year from November 26, 2002.

BACKGROUND

Mayor Fowler and Vice Mayor Miller met with the Chairs and Vice Chairs of all commissions on September 17^th and October 28, 2002 to develop a set of recommended actions designed to help Boards and Commission better fulfill their role as advisors to the Council.  These recommended action items were discussed and approved by Council on November 26, 2002 and this is the requested progress report one year later.

DISCUSSION

City staff met with all Board and Commission liaisons in early spring of 2003 and presented Council’s recommendations and staff actions. The following results were tracked and have occurred as follows, in relation to each item:

1. Invite each Commission to make an annual presentation to the Council about its work.

Staff Action: All Boards and Commissions were advised that Council is amendable to Joint Study Sessions with the boards and commissions. Advisory boards may also consider making a presentation during a Council meeting. The Boards and Commissions Announcement section will be used for brief announcements. Each Board and Commission will place an item on their agenda to discuss these recommendations. Staff will continue to encourage the commissions to utilize this opportunity.

Results: The only presentation made to Council this past year was by Kevin Gregory, of the Bicycle and Pedestrian Advisory Committee, on April 29, 2003 regarding the committee activities and in recognition of California Bike Commute Month.

2. Ask staff to bring un-ranked Study Issues to Commissions for preliminary review prior to the existing ranking process.

Staff Action: Commissions would like to see potential new study issues as they are introduced throughout the year by City Council or by staff. Staff should prepare a draft study issue paper within two weeks of introduction of the issue by the Council or by staff and submit it to the City Manager for review. Upon approval of the study issue paper by the City Manager, it should be forwarded to the appropriate board or commission for their information. When a board or commission each year reviews potential study issues in order, to recommend a priority ranking to the City Council, it should review and rank all potential study issues that fall under its area of concern, regardless of the origin of the potential study issue. The ranking needs to occur at the last advisory board meeting prior to the City Council Workshop that is scheduled in December.

Results: This direction has been incorporated into departmental preparation procedures for the yearly Council Study Issue process and all Board and Commission staff liaisons are currently aware of this directive.

3. Suggest ways for the City Council to give feedback to Commissions about their recommendations.

Staff Action: Board and Commission chairs are encouraged to attend Council meetings when they have a recommendation on an item. The chairs should report back to their commission on the Council’s discussion and ultimate decision.

Results: The following commissioners made the following appearances at Council meetings to present their respective board and commission recommendations on the noted topics as follows;

12/17/02

Ron Swegles Planning Commissioner

Appeal of Planning Commission Decision Denying a Design Review Permit for Property at 1669 Lachine Drive

1/28/03

IrisAnn Nelson, Housing and Human Services Commission Chair, Comprehensive Review of Below Market Rate Program

Amendment to the City of Sunnyvale Consolidated Plan 2000-2005, 2002-2003 Action Plan and Update of the Analysis of Impediments to Fair Housing Choice (Staff recommends continuance to February 4, 2003)

2/4/03

IrisAnn Nelson, Housing and Human Services Commission Chair, Update of the Analysis of Impediments to Fair Housing Choice and an Amendment to the City of Sunnyvale Consolidated Plan 2000-2005

2/11/03

Joe Manfrey, Parks and Recreation Commission Chair, Review of Operations at Fremont High School 50-Meter Pool

4/1/03

Cindy Cotton, Bicycle and Pedestrian Advisory Committee

Introduction of an Ordinance Amending Chapter 9.6.2, 10.12, 10.44, 10.52, 10.56 and 13.16 to the Sunnyvale Municipal Code Pertaining to Bicycles and Pedestrians

4/29/03

IrisAnn Nelson, Housing and Human Services Commission Chair, Funding Request for Construction at Moulton Plaza, 1601 Tenaka Place by Mid-Peninsula Housing Coalition and Budget Modification No. 40

5/6/03

IrisAnn Nelson, Housing and Human Services Commission Chair, FY 2003/04 Action Plan for Community Development Block Grant (CDBG) and HOME Funds

6/3/03

Jackie Harrison, Board of Library Trustees, Chair

Jeff Arnett, Parks and Recreation Commission, Vice Chair

Public Hearing - FY 2003/2004 Budget and Resource Allocation Plan, Establishment of Appropriation Limitation and Proposed Fee Increases

6/17/03

Thom Mayer, Bicycle and Pedestrian Advisory Committee member, Adoption of a General Plan Amendment of the Downtown Design Plan and Environmental Impact Report (EIR)

7/22/03

Kevin Lee, Housing and Human Services Commission, Chair, and Nancy Smith, Vice Chair, Establish First-Time Homebuyer Support Program and Budget Modification No. 6

9/30/03

Nancy Smith, Housing and Human Services Commission, Vice Chair, Recommended Guidelines for a Resident Selection Plan and Initial Rents for the Below Market Rate Housing Programs

4. Suggest the Mayor and Vice Mayor make annual contact with each Board and Commission.

Staff Action: Board and Commission liaisons will keep Council informed of the activities of their commissions through their minutes and workplans. Administrative Policy directs that draft minutes be placed on the Council agenda as an information item within two weeks of a board meeting. Council identifies opportunities on the workplan for the Mayor, Vice Mayor and Council to act.

Results: Mayor Miller attended the April 17, 2003 Bicycle and Pedestrian Advisory Committee meeting, the June 4, 2003 Heritage Preservation Commission meeting and the July 7, 2003 Board of Library Trustees meeting.

Vice Mayor Risch attended the July 17, 2003 Bicycle and Pedestrian Advisory Committee meeting.

5. Invite each Board and Commission to a joint study session with the Council when warranted.

Staff Action: More joint study sessions could be conducted on issues that the boards have placed a high priority on. The joint study session should have a clear purpose but does not have to be focused on a study issue.

Results: The following joint study sessions with topics, were held with Council:

12/17/02 Board of Library Trustees and Planning Commission: Library Sub-element

1/7/03  Planning Commission: Energy Regulations on Green Building Policies and Guidelines

3/18/03 Bicycle and Pedestrian Advisory Committee: Bicycle/Pedestrian Municipal Code Review

4/22/03  Planning Commission and Heritage Preservation Commission: Downtown Wayfinding

5/13/03 Planning Commission: Downtown Design Plan and EIR

10/14/03 Planning Commission: Transportation Strategic Program & Moffet Park Specific Plan

6.      Enact a Council policy such that interested third parties be encouraged to bring their information and/or concerns to Commissions first when their issues are before those Commissions.

Staff Action: Included in the Community participation sub-element is policy 7.2C.5(a) – Feedback: “Provide opportunities for community input and monitor feedback.”  Identify appropriate citizen feedback mechanisms to provide the optimal level of community input in public decision making. Boards and Commissions are an effective and appropriate avenue for citizen input. At such time as a matter is before a board or commission for action and recommendation to the City Council, Council members will refer any contacts from third parties on that matter to the board or commission, so that third parties are not encouraged to “go around” the board or commission directly to the City Council.

Results: Staff is continuing with Council directives unless otherwise advised.

7. Council will reconsider these and other actions no later than one year from November 26, 2002.

Staff Action: Staff will work closely with the board and commission staff liaisons to monitor all of the recommendations and log the actions as they occur under each recommendation that has been brought forward.

Results:  This report to Council dated November 11, 2003.  

FISCAL IMPACT

There are no significant fiscal impacts that have been identified with any one of the proposed actions.  

PUBLIC CONTACT

Public contact of this report to Council was made through posting of the council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the Library and the City Clerk’s office.

RECOMMENDATION

No recommendation.

Prepared by:

Cathleen McKay

Interim City Clerk

Approved by:

Robert S. LaSala

City Manager