STAFF REPORT
PARKS AND
RECREATION
DATE: July 18, 2023
TO: Justin Hess, City Manager
FROM: Marisa Garcia, Park, Recreation and Community Services Director VIA: Grace Coronado, Administrative Officer
SUBJECT: Approval of the Request for the Use of Business Cards for Parks and Recreation Board
RECOMMENDATION
Approve the issuance of Parks and Recreation Board (Board) business cards to Board Members.
BACKGROUND
City Council (Council) established various Boards, Commissions, and Committees (BCC) to review City programs, projects, and community issues. Collectively, the City has a total of 23 BCCs, each with a unique set of duties and responsibilities. These groups provide greater community participation and input into local government while facilitating quality decisions by the Council. BCCs provide additional lines of communication between the general public and Council to ensure City government responsiveness. Each BCC has the opportunity to provi de input and make recommendations to Council ; however, they do not determine or establish City policy or administrative direction. Additionally, BCCs serve in an advisory capacity with some having limited decision -making authority. The benefits of BCCs include focusing attention on specific issues, encouraging citizen participation, providing a community viewpoint, and making recommendations based on a thorough analysis of alternative solutions.
DISCUSSION
The City recognizes the importance of utilizing business cards when such use is consistent with the duties or purpose of the BCC. Business cards have been a reoccurring request from some BCCs to bring awareness to respective BCC s and to further communication efforts with the community, public officials, City staff , and members of other BCCs. To ensure appropriate usage of official BCC business cards, staff proposed the BCC Policy (Attachment 1) to Council at the December 13, 2022 meeting . Council voted to approve the policy which includes the procedure for BCCs to obtain business cards, defines a code of conduct when requests are approved by Council, and details the
2 business cards’ contents. BCCs will provide written justification to Council when requesting business cards for its members and Council will evaluate requests on a case- by-case basis before approval and distribution.
At the January 12, 2023 Board meeting, the Board decided to move forward with the process to request business cards for its members. The Policy states that the BCC must provide a written justification for the necessity of business cards for its members. The BCC must vote to confirm their justification and agree to abide by the code of conduct set forth within the policy for the usage of the business cards.
The Board discussed reasons why the use of business cards would enhance their ability to carry out duties as Board members. Business cards would allow Board members to create opportunities for community engagement by offering members of the public an official channel to communicate questions or concerns related to parks and recreation matters. Community members would have the ability to contact the Board and staff through the Department phone number and email address provided on the business card.
At the April 13, 2023 Board meeting, the Board discussed, confirmed, and voted a written justification required to request BCC business cards. Additionally, the Board agreed to abide by the business card code of conduct. At this meeting, the Board approved the following written justification to be presented to Council for consideration and approval to obtain and utilize business cards:
The Parks and Recreation Board (Board) requests approval of the City Council (Council) to obtain and utilize Boards, Commissions, and Committees (BCC) business cards. Board members regularly interact with the public while representing the Board at City of Burbank and Parks and Recreation Department (Department) events and programs. The use of business cards would allow the Board to facilitate official communication and informal exchanges between members of the community, public officials, City staff, and other BCC members through appropriate Department contact i nformation. The Board serves as an advisory capacity to Council on matters relating to parks and recreation. The use of business cards will provide increased opportunity for Board members to understand and articulate the community’s needs thus making more informed recommendations to Council and staff.
FISCAL IMPACT
There is no fiscal impact associated with this report. The business cards will be produced internally by the Management Services Department’s Reprographics division and will use the existing materials and supplies budget to offset the minimal cost of materials.
CONCLUSION
Although business cards are not required or mandatory, e ach BCC has the option of pursuing the use of business cards as outlined within the policy. The Board has requested the use of business cards and is required to provide a written justification for the necessity of business cards for its members . The Board’ s j ustification is being brought forth to Council for approval.
3 ATTACHMENT
Attachment 1- Policy Regarding City of Burbank Board, Commission and Committee Business Cards