January 11, 2005

SUBJECT: City Council Intergovernmental Assignments

REPORT IN BRIEF

Traditionally, in January of each year, the City Council fills a number of positions for intergovernmental (IGR) assignments. To assist Councilmembers in that process, this report provides a short description of IGR agencies, including membership composition and meeting frequency. Attachment A is a list of the IGR assignments as of October 31, 2004.  Staff recommends Council appoint and ratify intergovernmental assignments as noted in this report. 

BACKGROUND

The City Council annually appoints members to a variety of intergovernmental agencies in order to represent the City's interests and to influence policies and regulations of other agencies. All intergovernmental positions that have terms expiring (either due to the bylaws of the organization or by Council policy), and are not appointed by an outside agency, are appointed by Council in January.

There are some appointments made by outside agencies (i.e., Association of Bay Area Governments' Finance and Personnel Committee and Regional Planning Committee). Council must ratify these appointments. In addition, the Mayor or Mayor's designee has a seat on the Santa Clara County Cities Selection Committee and the Military Affairs Council.  The Mayor may also serve on U.S. Conference of Mayors’ committees.

EXISTING POLICY

GOAL 7.3C: Participate in intergovernmental activities, including national, state and regional groups, in order to represent the city's interest, influence policy and regulations, and enhance awareness.

Policy 7.3C.1 Represent adopted City policy in intergovernmental activities.

Legislative Policy 7.3.15 – City Council Assignments

Legislative Policy 7.3.18 – Staff Support for Councilmembers; Staff-Council Communications

DISCUSSION

All IGR appointments that expire in January or do not have set term lengths, and are not appointed by outside agencies, are made annually in January. Appointments without expiration dates expire annually and must be re-appointed by Council.  In making appointments, Council should consider the City's overall intergovernmental priorities and the particular interests and backgrounds of individual Councilmembers.

Below is a list of all current IGR committees to which Council makes appointments. The current (or former) representative and the new term expiration are listed after the organization in italics.

Appointments Made by Council

Association of Bay Area Governments (ABAG)

• General Assembly - Hamilton, 1/06
• General Assembly, Alternate - Lee, 1/06  

Bay Area Water Transit Authority

• Community Advisory Committee - Miller, 1/06 

North Valley (NOVA) Job Training Consortium Workforce Investment Board (WIB)

• Membership Selection Committee - Miller, 1/06 

Santa Clara County Cities Association (SCCCA)

• Board of Directors Representative - Miller, 1/06
• Board of Directors Representative, Alternate - Chu, 1/06
• Legislative Action Committee – Chu, 1/06
• Joint Economic Development Policy Committee (JEDPC) – Howe, 1/06 

Santa Clara County Emergency Preparedness Council - Fowler, 1/06

Santa Clara County Housing Bond Advisory Committee - Swegles, 1/06

Santa Clara Valley Water District (SCVWD)

• Water Commission - Chu, 1/06
• Lower Peninsula Flood Control and Watershed Advisory Committee - Chu, 1/06
• Guadalupe/West Valley Flood Control & Watershed Advisory Committee – Fowler , 1/06  

Sustainable Silicon Valley Initiative - Hamilton, 1/06

Valley Transportation Authority (VTA)

• Board of Directors -Chu, 1/06
• CalTrain Policy Advisory Board - Chu, 1/06
• Community Oriented Design Enhancement (CODE) Committee - Fowler, 1/06
• Community Oriented Design Enhancement (CODE) Committee, Alternate - Chu, 1/06
• Design Enhancements Committee – Chu, 1/06
• Policy Advisory Committee – Swegles, 1/06
• Policy Advisory Committee, Alternate – Howe, 1/06 

IGR Agency Descriptions

The following is a short description of each agency, including its membership composition, meeting frequency, and monetary compensation (if available at the time this report was published) for the IGR assignments to which Council makes Councilmember appointments. Attachment A lists all Councilmember IGR assignments, including those which are ratified, but not appointed, by Council.

Association of Bay Area Governments (ABAG) - General Assembly

ABAG is the regional planning and coordination agency for the nine Bay Area counties and cities within those counties.  ABAG also reviews federal grant requests. Each member city or county has one vote on the General Assembly, which meets twice a year (March and October) to set policy for the organization. The City pays dues of approximately $17,500 to ABAG. Melinda Hamilton is the City's current representative and Otto Lee served as the alternate.

Bay Area Water Transit Authority - Community Advisory Committee

The Bay Area Council and the Bay Area Economic Forum were directed to set up a task force to look at improving mobility in the Bay Area by significantly increasing water transportation services and facilities. The task force made recommendations to the state legislature and legislation was enacted to create the Community Advisory Committee. There is no monetary compensation for this appointment. Generally, the Committee meets quarterly. Julia Miller is the City’s current representative.

North Valley (NOVA) Job Training Consortium Workforce Investment Board (WIB) - Membership Selection Committee

The NOVA WIB is a 35 member board that oversees the job training and placement programs in the North Valley cities (Sunnyvale, Santa Clara, Cupertino, Palo Alto, Milpitas, Mountain View, Los Altos). A Selection Committee comprised of a Councilmember, the director of the Chamber of Commerce, and the WIB Chair review applications and make recommendations to the full Council (this process was established by the Council). The Selection Committee meets as needed. There is no monetary compensation for this appointment.  Julia Miller is the City's current representative.

Santa Clara County Cities Association (SCCCA) - Board

The SCCCA was established in 1990 through a joint powers agreement to develop an effective means to represent the interests of the diverse cities within Santa Clara County in their dealings with other agencies and levels of government. It also functions as a source of education, information, and networking for elected officials. It is governed by a board of directors with one representative from each city. Board meetings are generally the second Thursday of the month at Sunnyvale City Hall. The City pays dues of approximately $6,300 to the SCCCA. Julia Miller is the City's current representative and Dean Chu served as the alternate.

SCCCA - Legislative Action Committee

The SCCCA has a Legislative Action Committee to review legislation and make recommendations to the Board of Directors. The committee also has organized countywide meetings with legislators and coordinated lobbying trips to Sacramento. In the past, the committee had been an informal group of any interested councilmembers or staff (staff can vote if authorized by the member). In 2002 SCCCA voted to change this task force from an informal group to a full committee of the organization. It has also been recommended that the alternate representative to the SCCCA Board from each City also serve as the representative on the Legislative Action Committee. It is not required that each city have a representative, and it could be a staff member, but the SCCCA would prefer to have a Councilmember appointed and attend regularly. Meetings are on the fourth Thursday of the month at 5:30 at Sunnyvale City Hall. Dean Chu is the City's current representative.

SCCCA – Joint Economic Development Policy Committee (JEDPC)

The JEDPC was established in 2004 to help develop a permanent regional body that will address economic development strategies for local government in Santa Clara County. The JEDPC is advisory in nature, a forum wherein uniform approaches to economic development policy would be discussed and forwarded to the full SCCCA Board for further discussion and/or for action to each representative City Council.  The first JEDPC meeting will be held on January 19, 2005.  Recommendation from the SCCCA is that the group should regularly meet a week prior to the monthly SCCCA Board meetings in order to provide the opportunity for immediate action each month. John Howe is the City's current representative.

Santa Clara County Emergency Preparedness Council

The purpose of this group is to organize and coordinate the emergency activities of the governing bodies and political subdivisions of the county. It is made up of one representative from each city and one representative from the County. Members develop and recommend emergency and mutual aid plans and agreements for adoption by the county and individual cities. Regional coordination is critical for emergency preparedness. The Council meets on the first Thursday of the second month of each quarter. There is no monetary compensation for this appointment.  Fred Fowler is the City’s current representative.

Santa Clara County Housing Bond Advisory Committee

This group provides advice to the County Board of Supervisors on the Mortgage Credit Certificate Program and the Mortgage Revenue Bond Program, which provide funds for first-time homeowners and for affordable housing. Each member city, as well as the County, and industry officials are represented on the Advisory Committee. It meets once per year on an as-needed basis.  There is no monetary compensation for this appointment.  Ron Swegles is the City's current representative.

Santa Clara Valley Water District - Water Commission

The Water Commission is an advisory panel to the Water District. It is made up of one representative from each city and one representative from the Board of Supervisors. Its primary role is to advise the district on issues such as proposed water rates, district master planning activities, drought planning, legislation impacting the county water supply, and other related water issues. Generally, the Commission meets once or twice per year. Dean Chu is the City's current representative.

Santa Clara Valley Water District – Lower Peninsula Flood Control and Watershed Advisory Committee

The flood control and watershed advisory committees of the Santa Clara Valley Water District are established to assist the Board of Directors with issues pertaining to flood protection and stream stewardship. Generally, this Committee meets quarterly.  Dean Chu is the City's current representative.

Santa Clara Valley Water District – Guadalupe/West Valley Flood Control & Watershed Advisory Committee: The flood control and watershed advisory committees of the Santa Clara Valley Water District are established to assist the Board of Directors with issues pertaining to flood protection and stream stewardship. Generally, this Committee meets quarterly. Fred Fowler is the City's current representative.

Sustainable Silicon Valley Initiative

The Initiative's goals are to create an environmental management system for the region and undertake collaborative projects involving businesses, government agencies, non-government organizations and private citizens to significantly reduce selected environmental or resource pressures.  Sponsors of the project are the California Environmental Protection Agency, the Silicon Valley Manufacturing Group and the Silicon Valley Environmental Partnership.  Generally, the Committee meets the 2^nd Tuesday of each month. Melinda Hamilton is the City's current representative.

Valley Transportation Authority – Board of Directors

The Board consists of 14 members that oversee the activities of, and establish policy for, the Santa Clara Valley Transportation Authority (VTA). Members are selected from city "groups" that equitably allocate seats among the region’s cities and the County according to geographic location and population. The VTA’s mission is to provide the public with a safe and efficient countywide transportation system. In doing this, the VTA oversees major federal, state, and regional transportation funding allocations in Santa Clara County for all types of transportation projects. The VTA is the primary transit service provider and partner as well, including buses, commuter rail, light rail, and paratransit. The VTA also manages major highway and expressway projects in the county. The VTA prepares long range regional transportation plans, as well. Generally, the committee meets nine times a year. Dean Chu is the City’s current representative.

Valley Transportation Authority - Community Oriented Design Enhancement (CODE) Committee

The CODE Committee replaces and expands the role of the Tasman Light Rail Project Art and Aesthetics Committee, which was established in 1994. Its purpose is to oversee the design enhancement process in highway and rail projects within the 1996 Measure A & B Transportation Program. The CODE Committee includes representatives from each city in which a project that is appropriate for enhancements is located. Sunnyvale appoints one City Councilmember, one Arts Commission member, and one staff member from Planning or Public Works. Generally, the committee meets quarterly. Fred Fowler is the City’s current representative and Dean Chu serves as the alternate.

Valley Transportation Authority - Design Enhancements (DE) Committee

The DE Committee was established in 2004 to augment the role of the Community Oriented Design Enhancements Committee.  The new DE Committee’s purpose is to oversee the design enhancement process in highway and rail projects contained in the Valley Transportation Plan.  The DE committee includes representatives from each city in which a project that is appropriate for enhancements is located.  The DE committee meets at least once every three months.  Dean Chu is the City’s current representative.

Valley Transportation Authority - Policy Advisory Committee

The Policy Committee is made up of a representative from each city in the county and advises the VTA Board of Directors on issues such as bus service, light rail, and congestion management. They meet monthly on the second Thursday. Ron Swegles is the City’s current representative and John Howe serves as the alternate.

Appointments Made by Outside Agencies

Appointments by outside agencies are ratified by Council when first made if they have set terms, but annually in January if they do not have set terms.  The following appointments need to be ratified by Council.  The current representative is listed with each appointment.

Appointments without set terms

• Association of Bay Area Governments (ABAG)
  • Administrative Committee - Miller
  • Finance and Personnel Committee, Chair - Miller
  • Earthquake and Transportation Information Review Committee, Chair - Miller
  • Legislation & Governmental Organization Committee - Miller
  • Regional Planning Committee - Miller
  • San Francisco Bay Trail Board of Directors - Miller
  • Regional Airport Planning Committee – Miller
  • Inter-Regional Partnership – Miller 
• Bay Area Economic Forum – Miller  
• Blue Ribbon Task Force on Nanotechnology* - Lee  
• South Bay Salt Pond Restoration Project
  • Stakeholders’ Forum – Miller 
• Valley Transportation Authority
  • Congestion Management and Planning Committee* – Chu
  • Dumbarton Rail Corridor Policy Committee* – Chu

Appointments with set terms

The following appointments have a set term and have recently been appointed by an outside agency, and therefore need to be ratified by Council.  The expiration date is listed with the appointment.

• Bay Area Air Quality Management District (BAAQMD)
  • Board of Directors – Miller, Exp. 1/07
  • Executive Committee* – Miller, Exp. 1/06
  • Budget & Finance Committee, Chair* – Miller, Exp. 1/06
  • Public Outreach Committee* – Miller, Exp. 1/06
  • Stationary Source Committee* – Miller, Exp. 1/06
  • Personnel Committee* – Miller, Exp. 1/06
    * New appointments since 10/31/04
• Recycling & Waste Reduction Commission of Santa Clara County, Chair - Howe, Exp. 7/07 
• League of California Cities
  • Employee Relations Policy Committee* – Miller, Exp. 9/05
  • Peninsula Division Executive Committee, Past President* – Miller, Exp. 11/05
  • Housing, Community and Economic Development Policy Committee* – Swegles, Exp. 9/05
  • Transportation, Communication and Public Works Committee* – Chu, Exp. 9/05 

Pending appointments

The following 2004 appointments may continue in 2005 pending re-appointment by the agency. Should re-appointment occur, staff will bring a Report to Council for ratification.  These pending appointments are shown for information purposes only.

• Moffett Restoration Advisory Board (RAB) – Swegles 
• National League of Cities (NLC)
  • Human Development Steering Committee – Miller
  • Human Development Policy & Advocacy Committee – Miller 

Appointments Made by the Mayor

The Mayor is the recognized City representative to certain organizations.  Those organizations are described below:

SCCCA Selection Committee: This organization appoints representatives from Santa Clara County cities to boards, commissions, and agencies as required by law. The membership is made up of the mayor or his/her designee from each city in the county. It appoints to agencies such as the ABAG Executive Board, the Metropolitan Transportation Commission, and the Air Quality Board. It is officially a committee of the Santa Clara County Cities Association and meets as needed to make appointments. John Howe served as the City’s representative during his term as Mayor.

* New appointments since 10/31/04

Military Affairs Council: This group was established several years ago by the Air Force and other resident agencies at Moffett Federal Complex as an informal group to update the resident agencies, the cities of Sunnyvale and Mountain View, and the Chambers of commerce regarding issues related to the Moffett Complex. The Mayor is the official invitee, but he may appoint a designee if he does not wish to serve. Ron Swegles served as the City’s representative.

U.S. Conference of Mayors: The U.S. Conference of Mayors is the official nonpartisan organization of U.S. cities with populations of 30,000 or more. Each city is represented in the Conference by its mayor. The primary roles of the Conference of Mayors are to promote the development of effective national urban/suburban policy, strengthen federal-city relationships, ensure that federal policy meets urban needs, provide mayors with leadership and management tools, and create a forum in which mayors can share ideas and information.  John Howe served on the Criminal & Social Justice Standing Committee during his term as Mayor. 

Staff Support

In 2004, Councilmembers held 52 intergovernmental relations committee positions.  As noted in Attachment B, City policy directs that "reasonable staff assistance shall be provided to Councilmembers serving on intergovernmental bodies..." A staff person with appropriate expertise is assigned for each committee appointment. To manage limited staffing resources effectively, early in the calendar year staff works with Councilmembers to identify support requirements.  Staff support levels can vary greatly.  Depending on the committee assignment, staff support will range from "no support" for committees with limited activities, to more extensive support for leadership committee positions.  Typically, however, staff support consists of reviewing and advising on upcoming committee agendas for issues pertaining to Sunnyvale, and as needed, assisting Council in presenting those issues.

FISCAL IMPACT

There is no fiscal impact to this report.

PUBLIC CONTACT

Public contact 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, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Library and the City Clerk's Office.

ALTERNATIVES

1. Appoint representatives to the following intergovernmental relations positions:

2. Ratify the following intergovernmental assignments not directly appointed by the Council:

3. Authorize Mayor to designate an appointee for any of the following:

4. Take action on some, but not all, appointments. 

5. Take no action at this time. 

6. Other action as directed by Council.

RECOMMENDATION

Staff recommends alternatives 1, 2, and 3.

Reviewed by:
Prepared by: Coryn Campbell

Manager, Intergovernmental Relations

Approved by:
Amy Chan

City Manager

Attachments

A. 2004 IGR Assignments

B. Legislative Policy 7.3.18 Staff Support for Councilmembers; Staff-Council Communications (pdf format)