DATE: July 11, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Kerry Bigelow, City Clerk
SUBJECT: Board/Commission/Committee Interactions with City Council In response to the City Council inquiry at the June 13 City Council meeting, this memo is intended to provide information on how boards/commissions/committees interact with the City Council.
Most communications between the City Council and City Boards, Commissions, and Committees are provided in the general rules for Boards/Commissions/Committees in Chula Vista Municipal Code Chapter 2.25 . The most common communications are as follows:
1. Agendas. Agendas for each meeting are provided to the City Council by the secretary of the board/commission/committee. CVMC 2.25.210(C) Agendas are emailed to the City Council by board/commission/committee staff prior to the meeting. They are also available at www.chulavistaca.gov/boardmeetings.
2. Minutes. Meeting minutes for each board/commission/committee meeting are to be provided to the City Council within 10 days of approval. CVMC 2.25.230(A) Minutes are emailed to the City Council by board/commission/committee staff. They are also available at www.chulavistaca.gov/boardmeetings.
3. Annual Reports. By June 30 of each year, each board/commission/committee submits a report of its activities during the previous fiscal year. Some boards/commissions/committees have specific information or findings that they are required to include in their annual reports. CVMC 2.25.280(A) These reports are provided to the City Council via email from the City Clerk’s office in July and are available to the public through the City Clerk’s office.
4. Periodic Reports. Boards/commissions/committees may make other reports , orally or in writing, to the City Council at City Council meeting. CVMC 2.25.280(B) These periodic reports would appear as an item on a City Council agenda and are typically presented by one or two members of the body.
5. Proposals, Suggestions, Recommendations. Boards/commissions/committees may make proposals, suggestions, or recommendations, upon majority approval by the body, and are provided within 10 working days of the action being taken. Policy positions by boards/commissions/committees must be stated in a manner to ensure broad understanding that the position is not the official policy of the City until recommended to and adopted by the City Council. CVMC 2.25.280(C) These communications are typically transmitted to the City Council via email from staff.
6. Communications by Individual Members. Individual members may speak on behalf of their respective board/commission/committee only after majority approval by the body. Individual members making recommendations or expressing views that have not been officiall y voted on are required to indicate that they are expressing themselves as individuals, not as representatives of the board/commission/committee.
CVMC 2.25.280(D) These communications may be made in various ways to the City Council or public.
7. Joint Meetings of the City Council and Boards/Commissions/Committees. The City Council has called and held joint meetings with boards/commissions/committees to discuss robust matters with one or more entire boards/commissions/committees.
Please feel welcome to contact me with any questions at [email protected]. Questions about the activities of a specific board/commission/committee may be directed to the board/commission/committee’s assigned department. A staff roster is attached, and contact information is also available online on each board/commission/committee’s website (available by selecting a board/commission/committee from www.chulavistaca.gov/boards).
Attachment
Board/Commission Department Liaison(s)
Board of Appeals and Advisors Development Services Building Official Board of Ethics City Attorney Megan McClurg
Board of Library Trustees Community Services/
Library Erwin Magbanua
Charter Review Commission City Attorney Megan McClurg
Civil Service Commission Human Resources Erin Dempster
Courtney Chase
Cultural Arts Commission Library Erwin Magbanua
Health, Wellness, and Aging Commission Housing and Homeless Services Stacey Kurz
Housing and Homelessness Advisory
Commission
Housing and Homeless
Services Stacey Kurz
Human Relations Commission Administration Adrianna Hernandez Measure A - Citizens’ Oversight Committee Police Jonathan Alegre Measure P - Citizens’ Oversight Committee Finance Eric Crockett Mobilehome Rent Review Commission Housing and Homeless
Services Stacey Kurz
Parks & Recreation Commission Community Services/
Recreation Gil Contreras
Planning Commission Development Services Todd Philips
Redistricting Commission (currently inactive)
Sustainability Commission Economic Development/
Sustainability
Coleen Wisniewski
Manuel Medrano
Traffic Safety Commission Engineering Eddie Flores Veterans Advisory Commission Fire Josh Sanders
City of Chula Vista Boards & Commissions Staff Roster