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HomeMy WebLinkAboutCommittees/Commissions Approve in Concept RecommendationsSTAFF REPORT CITY OF PALM DESERT CITY MANAGER'S OFFICE MEETING DATE: November 19, 2020 PREPARED BY: Christopher Gerry, Management Analyst REQUEST: Approve in concept the recommendations to the City's commissions and committees. Recommendation By minute motion, approve in concept the 22 recommendations to the City's commissions and committees as identified below. A000intment Term: 1. Revise the commissioner and committee member appointment terms based upon the fiscal year and extend the existing terms accordingly. Volume: 2. Eliminate the Library Promotion Committee and integrate any associated discussion items into the Parks and Recreation Commission in the future. 3. Eliminate the Hotel and Signature Events Committee and integrate any associated discussion items into the Marketing Committee in the future. 4. Eliminate the Youth Committee and complement the Family YMCA of the Desert's Youth and Government Program in the future. Membership: 5. Adopt a City Council appointment policy that limits applicants with real or perceived conflict of interests from consideration on commissions and committees. 6. Reduce the membership of the Citizens' Sustainability Committee from thirteen (13) to nine (9) members. Name: 7. Revise the name of the Citizens' Sustainability Committee to the Resource Preservation and Enhancement Committee. Frequency: 8. Revise the Citizens' Sustainability Committee's schedule to monthly meetings. November 19, 2020 - Staff Report Commissions and Committees Page 2 of 10 9. Revise the Finance Committee's schedule to monthly meetings. Scope: 10. Revise the scope of the Citizens' Sustainability Committee to include active transportation -related items. Application Process: 11. Create an online application for residents interested in applying for a commission or committee position. 12. Revise the content of the application and include the City's diversity statement. 13. Create an electronic performance / skill survey that serves as a reference check. Interview Process: 14. Adopt a policy that commissioners and committee members shall interview with the City Council for reappointment every four-year term. 15. Create a limited review process (short form) for continuing reappointments. Onboardina Process: 16. Provide newly appointed commissioners and committee members an orientation to understand the policies and procedures of commissions or committees. 17. Adopt a policy that all newly appointed or reappointed commissioners and committee members must complete ethics training as part of the onboarding process. Aaenda and Minutes: 18. Make the agenda format reasonably consistent across commissions and committees. 19. Include commissioner and committee memberfiscal year attendance on each agenda. 20. Adopt the use of action minutes for all commissions and committees. Website: 21. Revise the City's website content for commissions and committees. Policies and Procedures: 22. Create a policies and procedures manual for commissions and committees. November 19, 2020 - Staff Report Commissions and Committees Page 3 of 10 Backaround For numerous years, the City Council has presented various questions and comments regarding its commissions and committees. As a result, the City Council requested a study session to begin conducting a comprehensive review of its commissions and committees. On January 23, 2020, the City Council held a study session and appointed a Subcommittee to conduct an in-depth evaluation and develop recommendations. The Subcommittee has subsequently met on several occasions. To begin, the Subcommittee developed the following goals that include, but are not limited to: • Continually engaging commissioners and committee members by ensuring consistent meetings with meaningful discussion items; • Viewing commissioners and committee members as City ambassadors since they frequently share meeting information with other community members; • Identifying opportunities to increase the effectiveness of commissions and committees,. but finding efficiencies to manage the workload of City staff, especially during times of economic uncertainty; and • Utilizing technology and revising public -facing documents and webpages associated with commissions and committees. Please note that many of these recommendations require further City Council action, including revisions to various ordinances, bylaws and other activities. Notwithstanding, the Subcommittee desires to receive City Council's consideration of the recommendations in concept before taking additional steps to prepare and present such items for further review. Recommendations requiring further action will be continuously presented for consideration over various meetings in the immediate future. A000intment Term: 1. Revise the commissioner and committee member a000intment terms based noon the fiscal vear and extend the existina terms accordinalv. The City Council conducts commission and committee interviews in late December or early January of any given year. Appointments are based upon the calendar year. The interviews tend to be difficult to schedule because they conflict with the holiday season for all stakeholders, including the City Council, City staff and applicants. Appointments tend to occur in February or March, and are retroactive to January of that respective year. The Subcommittee recommends having the appointment terms based upon the fiscal year. If approved, the interviews would occur in March or April with appointments occurring in May or June annually. Approval would also extend the existing terms of commissioners and committee members until June 30, 2020. November 19, 2020 - Staff Report Commissions and Committees Page 4 of 10 Volume: 2. Eliminate the Library Promotion Committee and intearate anv associated items into the Parks and Recreation Commission in the future. The Library Promotion Committee recommends programs and policies that enhance the usefulness of the public library for our residents. Over the last five years, the Committee has cancelled over 80% of its scheduled meetings. The Subcommittee recommends eliminating the Library Promotion Committee and integrating any associated discussion items under the purview of the Parks and Recreation Commission in the future. 3. Eliminate the Hotel and Sianature Events Committee and intearate anv associated discussion items into the Marketina Committee in the future. The Hotel and Signature Events Committee advises the City Council on tourism, hospitality trends and/or programs related to the economic development, and the stability of tourism and hospitality in Palm Desert. The Committee has some overlap in terms of scope and membership with the Marketing Committee. Over 60% of the bi- monthly meetings were cancelled over the last three years as well. The Subcommittee recommends eliminating the Hotel and Signature Events Committee and integrating any associated discussion items under the purview of the Marketing Committee. 4. Eliminate the Youth Committee and comDlement the Familv YMCA of the Desert's Youth and Government Proaram in the future. The Youth Committee advises the City Council on programs and activities aimed to serve young people in the community. While the City has a strong commitment to serving youth, the Committee's engagement and popularity have diminished over time. There are currently only nine (9) of fifteen (15) committee members appointed, even though the City continually conducts outreach to youth through our local schools. It is our understanding that other youth committee programs seem to have similar membership and engagement challenges as well. Concurrently, the Family YMCA of the Desert (YMCA) manages a successful Youth and Government Program. This program offers a hands-on experience for students to learn about how they can advocate for change at the federal, state and local levels. Annually, approximately 45 to 55 youth participate in this program with 50% residing and/or attending school in Palm Desert. The Subcommittee recommends eliminating the Youth Committee and partnering with the YMCA to enhance its Youth and Government Program. The YCMA welcomes and looks forward to this potential partnership as well, Membership: 5. Adopt a Citv Council aDDointment D01icv that limits aDDlicants with real or perceived conflict of interests from consideration on commissions and committees. According to the California Fair Political Practices Commission (FPPC), a public official has a disqualifying conflict of interest in a governmental decision if it is November 19, 2020 - Staff Report Commissions and Committees Page 5 of 10 foreseeable that the decision will have a financial impact on his or her personal finances or other financial interests. In such cases, there is a risk of biased decision -making that could sacrifice the public's interest in favor of the official's private financial interests. To avoid actual bias or the appearance of possible improprieties, the public official is prohibited from participating in the decision. To uphold the highest ethical standards while mitigating the appearance possible improprieties, the Subcommittee recommends adopting a City Council appointment policy that limits applicants with real or perceived conflict of interests from consideration on commissions and committees. While the FPPC is responsible for providing guidance on conflicts of interest, this recommendation reinforces the City's commitment to fostering the public's trust and confidence in government. 6. Reduce the membership of the Citizens' Sustainabilitv Committee from thirteen (13) to nine (9) members. As a benchmark, City staff evaluated all 25 California jurisdictions with populations between 50,000 and 60,000 residents, which incorporates a total of 139 commissions and committees. Of these commissions and committees, only 9% have more than nine members. The Subcommittee recommends reducing the committee membership from thirteen (13) to nine (9) members. The committee currently has nine (9) members. Name: 7. Revise the name of the Citizens' Sustainabilitv Committee to the Resource Preservation and Enhancement Committee. The Citizens' Sustainability Committee is responsible for advising City Council on the programs and targets in achieving identified actions in the Palm Desert Environmental Sustainability Plan and Greenhouse Gas Inventory (Sustainability Plan). However, the committee does not currently refer to the Sustainability Plan since the City has previously achieved numerous plan goals. In addition, "sustainability" generally refers to maintaining something at a certain rate or level. The committee's name and scope appears undistinguished and unreflective of its activities. The Subcommittee recommends revising the name to the Resource Preservation and Enhancement Committee. The revised name addresses the importance of not only preserving our resources, but making them better as well. Frequency: 8. Revise the Citizens' Sustainability Committee's schedule to monthly meetinas. As previously described, a Subcommittee goal includes continually engaging commissioners and committee members by ensuring consistent meetings with meaningful discussion items. Approximately 70% (96 of 138) of the evaluated commissions and committees hold monthly meetings as well. The Subcommittee recommends revising the Citizens' Sustainability Committee meetings from bi-monthly to monthly. November 19, 2020 - Staff Report Commissions and Committees Page 6 of 10 9. Revise the Finance Committee's schedule to monthlv meetinas. For the same reasons stated above, the Subcommittee recommends revising the Finance Committee meetings from bi-monthly to monthly. Scope: 10. Revise the scone of the Citizens' Sustainabilitv Committee to include active transportation -related items. As previously mentioned, the responsibility of the Citizens' Sustainability Committee is mostly advising City Council on efforts related to the Sustainability Plan. Based upon comments during the initial study session and reviewing best practices, there is a trend toward incorporating citizenry review of active transportation programs and activities into commissions and committees. Furthermore, the California Department of Transportation (Caltrans) administers the Active Transportation Program (ATP), which makes funding available statewide for bicycle and pedestrian improvements. For example, last cycle there was $440 million in ATP funds available statewide. Project applications require a substantial amount of community outreach and support to be competitive as well. Active transportation activities also promotes greenhouse gas reduction and provides other environmental benefits; therefore, this committee appears as the most appropriate placement for discussion items. The Subcommittee recommends revising the scope of the committee to include active transportation - related items. City staff presented this concept to the committee, and they were supportive of changing the scope as well. Application Process: 11. Create an online application for residents interested in aoolvina for a commission or committee position. The current application to apply for commissions and committees is in paper form. The application is not form-fillable as well. Consequently, the application requires residents to handwrite information; City staff to scan and catalog such applications; and ultimately City Council to review applications, even though it may be difficult to read due to the handwriting and copying such documents. The Subcommittee recommends creating an online application for residents interested in applying for commission or committee positions. 12. Revise the content of the application and include the Citv's diversitv statement. While developing a draft electronic application for City Council consideration, the Subcommittee has utilized this opportunity to review the content of the existing application. The Subcommittee discussed the application at length, including best practices and prior experiences as well. The intent of most questions have remained the same, but presented in a more clear and concise format; the largest revision includes eliminating the optional applicant questionnaire. November 19, 2020 - Staff Report Commissions and Committees Page 7 of 10 13. Create an electronic performance / skill survev that serves as a reference check. As part of the existing application, applicants are required to provide two references who are not associated with the City of Palm Desert. References many times lack validity since the individuals providing references tend to be overly biased toward respective applicants. Rather than a general reference check, the Subcommittee recommends creating an electronic performance / skill survey. The survey serves as a reference check by asking questions pertinent to the knowledge, skills and abilities of applicants to serve on commissions and committees. Interview Process: 14. Adopt a policv that commissioners and committee members shall interview with the Citv Council for reappointment every four-vear term. The City Council appoints commissioners and committee members to four-year terms. As longstanding and exemplary residents in our community, many commissioners and committee members have received continual reappointments. There has been some discussion regarding if interviews should be required for those seeking reappointment. The Subcommittee recommends that each commissioner and committee member seeking reappointment shall interview with the City Council every four years. 15. Create a limited review process (short form) for continuina reappointments. While the Subcommittee recommends interviewing potential reappointments, there was mutual consideration for streamlining the process as well. The Subcommittee recommends creating a limited review process (short form) for reappointments. A limited review process creates efficiencies for City Council, City staff and residents. Onboardina Process: 16. Provide newly appointed commissioners and committee members an orientation to understand the Dolicies and procedures of commissions and committees. Upon City Council appointment, commissioners and committee members receive limited information about municipal operations. In fact, they only receive correspondence identifying appointment terms, request submission of a Statement of Economic Interest (Form 700), and the next respective meeting information. Notwithstanding, each department may informally provide information and orient newly appointed commissioners and committee members. The Subcommittee recommends identifying an onboarding process (orientation) for newly appointed commissioners and committee members. While an orientation will help commissioners and committee members understand municipal operations, it will also assist the City Clerk's Office in obtaining all the necessary conflict of interest forms and other documents; thus, creating administrative efficiencies as well. November 19, 2020 - Staff Report Commissions and Committees Page 8 of 10 17. Adopt a Dolicv that all newly appointed or reappointed commissioners and committee members must complete ethics training as Dart of the onboardina process. California State Government Code Section 53235 requires that specified local agency officials receive at least two hours training in ethics every two years. While the City's commissioners and committee members are encouraged to attend ethics training, they are not required since they do not receive compensation or reimbursement for expenses to perform such duties. To promote the highest ethical standards, the Subcommittee recommends that all newly appointed or reappointed commissioners and committee members complete ethics training as part of the onboarding process. Aaenda and Minutes: 18. Make the aaenda format reasonably consistent across commissions and committees. While recognizing commissions and committees have unique purposes and review different subject matters, each agenda format was reviewed for a certain degree of consistency. As a result, the agenda formats were found to be inconsistent. The Subcommittee recommends making the agenda format reasonably consistent across commissions and committees. 19. Include commissioner and committee member fiscal vear attendance on each aaenda. The Palm Desert Municipal Code 2.34.010 identifies an attendance policy for commissioners and committee members. The attendance policy outlines the amount of acceptable unexcused absences before constituting an automatic resignation of a commissioner or committee member. While departments track attendance informally, there is not a transparent platform identifying such information. The Subcommittee recommends including commissioner and committee member fiscal year attendance on each respective agenda. 20. Adopt the use of action minutes for all commissions and committees. On August 27, 2020, the City Council adopted the use of action minutes for City Council meetings. As mentioned in the previous staff report, the Subcommittee would consider the production of action minutes for commissions and committees. For the same reasons previously identified, the Subcommittee recommends adopting the use of action minutes. Website: 21. Revise the website content for commissions and committees. As previously mentioned, a Subcommittee goal includes revising public -facing documents and website content associated with commissions and committees. The Subcommittee recommends revising the website content, including by clearly outlining responsibilities, member names, staff contact information, meeting days and times, agendas and minutes. November 19, 2020 - Staff Report Commissions and Committees Page 9 of 10 Policies and Procedures: 22. Adoot a policies and procedures manual for commissions and committees. This comprehensive review of commissions and committees has given the Subcommittee and City staff an opportunity to conduct an in-depth evaluation of this subject matter. In order to capture the knowledge and wisdom gained throughout this review process, the Subcommittee recommends adopting a policies and procedures manual that incorporates newly approved recommendations and current practices. Additional Input and Reauests Due to the City Council's ongoing attention and discussions regarding commissions and committees, the Subcommittee recognizes that each Councilmember may have additional items desired for further review. Therefore, the Subcommittee invites additional City Council input and research requests for additional consideration. City staff will research any additional items and present such information to the Subcommittee for review and recommendation. Any recommendations will then be presented for City Council's consideration in the future. Next Steps The Subcommittee recognizes this comprehensive review as an ongoing and collaborative process between the City Council, City staff and community stakeholders. The chorological and/or concurrent steps to continue this review process includes: • Complete activities associated with any approved recommendations this evening. • Conduct additional research requests identified by City Council that may not have been previously identified by the Subcommittee. • Present to the City Council any completed activities (deliverables) associated with the approved recommendations and Subcommittee recommendations resulting from any additional research requests. • Conduct a thorough review of each commission and committee's bylaws and develop additional recommendations accordingly. The Subcommittee also recognizes this is an iterative process and, as a result, may develop further recommendations following the implementation of any revisions and identifying new and worthwhile policy considerations. Finally, City staff would like to thank the Subcommittee for its time and effort on conducting this comprehensive review. Research'Information The Subcommittee requested and reviewed various types of information to develop these recommendations. City staff developed a web -based application to provide the requested information in a digestible format. The information is printable and reviewable from desktops and mobile devices. The information can be found at https://arca.is/Hv5fL. November 19, 2020 - Staff Report Commissions and Committees Page 10 of 10 Fiscal Analvsis There is no fiscal impact associated with this request. LEGAL REVIEW R}f Robert W.Hargreaves City Attorney DEPT. REVIEW N/A Randy Bynder Interim City Manager Interim City Manager Randy Bynder: R 64 FINANCIAL REVIEW yaawfi Iw, "Ovo Janet Moore Director of Finance ASSISTANT CITY MANAGER Andy Firestine Andy Firestine Assistant City Manager