1 STAFF REPORT
DATE: November 26, 2024
TO: Justin Hess, City Manager
FROM: Marisa Garcia, Park, Recreation and Community Services Director VIA: Erin Barrows, Recreation Services Manager
BY: Kim Freed, Recreation Supervisor
SUBJECT: Approval of the Request for the Use of Business Cards for Senior Citizen Board
RECOMMENDATION
Approve the issuance of Senior Citizen 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 of Burbank (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 provide 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
Business cards have been a reoccurring request from some BCCs to bring awareness to their respective board 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, Council approve d the Policy Regarding City of Burbank Board,
2 Commission and Committee Business Cards (Policy) at the December 13, 2022 Council meeting. The Policy includes the procedure for BCCs to obtain business cards, defines a code of conduct when requests are approved by Council, and details the business cards’ contents. BCCs must 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 September 25, 2024 Board meeting, the Board voted 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 the justification and agree to abide by the code of conduct set forth within the policy for the usage of the business cards.
At the October 23, 2024 Board meeting, the Board discussed and approved the 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 Senior Citizen 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 geared towards those 55 years and older, as well as outreach in commu nity locations where these citizens live or visit. 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 information. The Board serves as an advisory capacity to Council on matters relating to senior citizens. The use of business cards will provide increased oppor tunity for Board members to understand and articulate the community’s needs thus making more informed recommendations to Council and staff.
ENVIRONMENTAL REVIEW
Approval of the BCC business cards for the Commission has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and as such, is not a “project” subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal. Code Regs Section 15378.
3 FISCAL IMPACT
There is no fiscal impact associated with this report. The business cards will be produced internally by the City 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 its justification is being brought forth to Council for approval.
ATTACHMENT
Attachment 1 – Policy Regarding City of Burbank Board, Commission and Committee Business Cards