A G E N D A
SPECIAL MEETING: GLENDALE CITY COUNCIL
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JANUARY 31, 2023
ROLL CALL
-
3:00 PM
-
Report of the City Clerk of the City Council, re: Posting of Agenda. The Agenda for the Tuesday, January 31, 2023 Special Public Meeting of the City Council was posted on Thursday, January 26, 2023, on the Bulletin Board Outside City Hall.
1 TYPED 1/26/2023 3:53:31 PM
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SP CC
A
SPECIAL PUBLIC MEETING
of the City Council is hereby called to meet at
3:00
PM
on
Tuesday, January 31, 2023
, in the Council Chamber, 613 E. Broadway, 2nd Floor
,
Glendale, CA 91206 to consider the following item(s) of business, to wit;
1. Community Development, re:
Proposed Event(s) During National Small Business
Week, April 30 – May 6, 2023
a. Motion to Note and File
b. Motion to direct staff to work with the U.S. Small Business Administration to host events during National Small Business Week
c. Resolution to appropriate funding of $49,500
d. Resolution to appropriate funding of $90,500
e. Resolution to appropriate funding of $175,000
2. City Attorney, re: Discussion of Reestablishment of Interview Panel System for Recruitment and Selection of Members of Boards and Commissions; Term Limits for Boards and Commissions
a. Motion Directing Staff Regarding Reestablishment of Interview Panel System for Recruitment and Selection of Members of Boards and Commission, Timing for Implementation of System, and Term Limits for Members of Boards and Commissions
3. City Manager, re: Youth Commissioners Report
a. Motion directing staff
ADJOURNMENT
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SP CC
1 CITY OF GLENDALE, CALIFORNIA
REPORT TO THE SPECIAL CITY COUNCIL
AGENDA ITEM
Report: Proposed Event(s) During National Small Business Week, April 30 – May 6, 2023
1. Motion to Note and File
2. Motion to direct staff to work with the U.S. Small Business Administration to host events during National Small Business Week, 2023
3. Resolution to appropriate funding of $49,500 and to direct staff to work with the U.S. Small Business Administration to host event(s) during National Small Business Week 2023
4. Resolution to appropriate funding of $90,500 and to direct staff to work with the U.S. Small Business Administration to host event(s) during National Small Business Week 2023
5. Resolution to appropriate funding of $175,000 and to direct staff to work with the U.S. Small Business Administration to host event(s) during National Small Business Week 2023
COUNCIL ACTION
Item Type: Action Item
Approved for January 31, 2023 calendar
EXECUTIVE SUMMARY
Council has directed staff to prepare this report on ideas for potential event(s) the City could host in partnership with the U.S. Small Business Administration (SBA) during National Small Business Week, April 30 – May 6, 2023 and what resources would be required.
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9 COUNCIL PRIORITIES
Economic Vibrancy: In an effort to ensure an inclusive, equitable and strong economy, it will be important to collaborate with business partners during National Small Business Week to provide specific resources and programs that will benefit the small business community.
RECOMMENDATION
It is recommended that Council appropriate funding for these event(s) and direct staff to work with the SBA to host event(s) for Glendale small businesses.
BACKGROUND
There are 31 million small businesses in the United States, which roughly make up around 99% of all the businesses in the country. Many of these small businesses have made significant contributions to the country’s economy. In 1953, the Federal government created the US Small Business Administration (SBA) to help build and counsel small business owners to enable them to prosper and grow into sustainable businesses. In 1963, the first National Small Business Week was celebrated to honor the top entrepreneurs in every state. After this initial effort, the week became an annual event to encourage other small business owners and enable them to learn from the success stories shared. The SBA has made it its mission to encourage and assist as many businesses as possible. For nearly 70 years, the SBA has led and celebrated National Small Business Week which takes place the first week of May of every year.
The Economic Development Division within the Community Development Department has assisted the business community with various resources and programs including but not limited to the following:
•Site Selection Assistance
•Marketing Analysis and Social Media Support
•Business Concierge Service
•Facilitation of Business Resources
•Monthly business webinars to discuss topics such as business programs, grants, employment/labor law updates, tech and innovation success stories and best practices, etc.
•Artsakh Creative Program – This pilot retail accelerator program made city-owned commercial tenant space in the Artsakh Paseo available through a competitive process to unique retailers looking to test out their business concepts in a brick- and-mortar setting. Approved retailers that would enrich the downtown Arts & Entertainment District were granted a short-term, rent-free lease and received staff assistance with social media promotions and marketing. A total of seven (7) small businesses have participated in the program thus far.
•The CDBG Low-Income Small Business Grant was created to assist restaurants or non-essential businesses impacted during the pandemic. Sixty-three (63) businesses with 25 or fewer employees meeting low-moderate income HUD guidelines, were each awarded a one-time $5,000 grant in 2020 – 2021. 4 of 52
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9 •The Small Business Recovery Grant provided economic relief to companies with fewer than 500 employees during the pandemic. A total of 419 local businesses, consisting primarily of salons, restaurants, general retail stores and automotive repair shops, received a one-time $5,000 grant in 2020 – 2021. •The Personal Protective Equipment (PPE) Grant Program offered local businesses one-time business grants of up to $500 to reimburse expenditures related to PPE purchases. 134 grants were issued totaling over $65,000 in 2020 -2021.
ANALYSIS
The SBA will celebrate National Small Business Week from April 30 – May 6, 2023. This will be the 70 th anniversary of the week which recognizes the critical contributions of America’s small business owners and entrepreneurs. From local “mom and pop” shops to innovative start-ups, small businesses are the pillars of our community and the engine driving our economy. They help the United States to maintain its global competitiveness and build a stronger nation where everyone can succeed. Now more than ever, there is a focus on encouraging women and minorities to launch small businesses, increasing the opportunity for more business success. Economic Development staff has reached out to the SBA to see if they would be willing to co-host various events during this upcoming 70th anniversary week. In response, the SBA indicated its interest to further explore co- hosted events in partnership with Economic Development staff.
The objectives for the Glendale National Small Business Week events are as follows:
•Bringing together resources that help Glendale-based small businesses to thrive and succeed;
•Helping to encourage eligible small businesses to become certified by SBA, especially emphasizing on women and minority-owned business opportunities; •Creating networking opportunities for small business owners; and •Implementing programming that provides a time efficient way for business owners to benefit from the content presented.
•Celebrating the success of small business owners in Glendale; The proposed event(s) could include a panel discussion, small business keynote presentations, breakout sessions and networking opportunities specific to supporting small business owners. For example, the topic on certifying female and minority-owned businesses and the benefits and advantages of being certified would be a priority theme.
Other topics that may be addressed could include programs for disadvantaged and veteran-owned small businesses looking to secure City and government contracts. The intent would be to focus on issues that are vital to the growth and success of small businesses and challenges faced by specific industry sectors. A list of other topics that are being vetted with businesses, industry leaders and partners includes the following but not limited to:
•Access to Capital
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•Sales & Marketing
•Web & Social Media Strategy
During the week of this city-led small business conference, Economic Development will also continue to host the city’s monthly Tech on Tap seminar targeting the tech industry to share ideas on the latest technological innovations and other topics relevant to building the tech and innovation ecosystem in Glendale.
Discussions will continue with community and business partners on its interest to co-host other pertinent sessions or networking events to generate momentum in recognition and celebration of small business week.
It is important to note further dialogue is needed with the SBA representatives to assess the feasibility and programming of various topics.
It is anticipated that the networking portion of the event would include booth/table set-ups of a variety of business resource partners such as but not limited to:
•Economic Development
•The SBA
•Governor’s Office of Economic Development
•California Office of Small Business Advocate
•Employment Training Panel (ETP)
•California Jump Start
•Code Compliance & Licensing
•Building & Safety
•Planning
•Glendale Water & Power
•Verdugo Workforce Development
•Purchasing
•The Los Angeles Small Business Development Center
•The Pasadena Small Business Development Center
•Local Chambers of Commerce (Glendale, Montrose-Crescenta Valley) •Local Business Booths
Potential venues for this event could include the Hilton Glendale, the Glenmark, Residence Inn, Alex Theatre, Central Library Main Auditorium, Glendale Community College, etc.
Marketing efforts could include the following channels:
•Issuing a press release promoting Glendale’s small business advantages. It could include information on the number of small businesses in the city, as well as the number of new business registration certificate applications received. The release 6 of 52
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9 could also highlight areas of growth and programs/resources available to small businesses;
•Collaborating with the SBA and other partners to market Glendale events •Partnering with local print and video media to spotlight local business success stories leading up to the event;
•Developing a 30-day social media calendar highlighting the diversity of small business owners in Glendale, showcasing disadvantaged, women, minority, and veteran-owned businesses; and
•Creating a media toolkit with a logo or video and public relations and marketing resources for all collaborators to use to promote the events.
STAKEHOLDERS/OUTREACH
Economic Development has connected with the SBA and they are receptive on collaborating on this event. Additional community partners could include the local Chambers of Commerce, business improvement districts, the State, and other community and business advocates.
FISCAL IMPACT
Economic Development did not factor hosting large event(s) for National Small Business Week in its 2022-2023 budget. Funding would need to be appropriated for these proposed activities if the Council decides to move forward with this initiative. Preliminary anticipated costs for hosting includes the following tiers:
Tier 1:
Venue Rental (City-owned) $ 0.00
Event Management Services (events) $ 25,000.00
Lighting/Sound Services $ 15,000.00
Continental Breakfast $ 1,500.00
Marketing (including promotional items) $ 5,000.00
Contingency $ 3,000.00
Total Amount $ 49,500.00
Tier 2:
Venue Rental (Hotel) $ 21,000.00
Event Management Services (events) $ 25,000.00
Lighting/Sound Services $ 15,000.00
Continental Breakfast $ 1,500.00
Marketing (including promotional items) $ 25,000.00
Contingency $ 3,000.00
Total Amount $ 90,500.00
Tier 3: Multiple Days
Venue Rental (Hotel) $ 63,000.00
Event Management Services (events) $ 50,000.00
Lighting/Sound Services $ 25,000.00
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9 Continental Breakfast $ 9,000.00
Marketing (including promotional items) $ 25,000.00
Contingency $ 3,000.00
Total Amount $ 175,000.00
Existing Appropriation
Amount Account String Funding Source
N/A N/A N/A
Requesting Appropriation
Amount From (Account
String)
To (Account String) Funding Source
$ 90,500.00 1010-CDD-2511
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item is exempt from the CEQA because there is no reasonable possibility that hosting these events will have a significant effect on the environment.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES
1. The Council can note and file this report.
2. The Council can appropriate funding and direct staff to begin planning this endeavor in collaboration with the SBA.
3. The Council can choose an alternative not identified by staff.
ADMINISTRATIVE ACTION
Prepared by:
Bradley Calvert, Director of Community Development
Soua Vang, Deputy Director of Community Development
Juan J. Gonzalez, Neighborhood Services Supervisor
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
There are no exhibits associated with this staff report. 8 of 52
M O T I O N
Moved by Council Member _________________________, seconded by Council Member ___________________________, that the Council hereby notes and files the Report to Council dated January 31, 2023 regarding Proposed Event(s) During National Small Business Week, April 30 – May 6, 2023.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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M O T I O N
Moved by Council Member _________________________, seconded by Council Member ___________________________, that the Council hereby directs staff to work with the U.S. Small Business Administration to host events during National Small Business Week, 2023 as outlined in the Report to Council dated January 31, 2023 regarding Proposed Event(s) During National Small Business Week, April 30 – May 6, 2023 and as further directed by Council.
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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2 CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Discussion of Reestablishment of Interview Panel System for Recruitment and Selection of Members of Boards and Commissions; Term Limits for Boards and Commissions
1. Motion Directing Staff Regarding Reestablishment of Interview Panel System for Recruitment and Selection of Members of Boards and Commission, Timing for Implementation of System, and Term Limits for Members of Boards and Commissions
COUNCIL ACTION
Item Type: Action
Approved for January 31, 2023 calendar
EXECUTIVE SUMMARY
Staff is providing information on reestablishment of Council interview panels for boards and commissions and the timing for implementation of the panel system. Also presented is a follow-up discussion regarding term limits for boards and commissions.
COUNCIL PRIORITIES
N/A.
RECOMMENDATION
That City Council provide direction on a Council panel interview and nomination process for boards and commissions, the timing of implementation of the panel process and term limits for members of boards and commissions.
BACKGROUND
On November 1, 2022, the Council received a report regarding a potential modification to the Glendale Municipal Code (“GMC” or the “Code”) pertaining to the imposition of term limits for members of the city’s boards and commissions. GMC section 2.36.010, 14 of 52
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9 subdivision (A), imposes an aggregate term limit of three 4-year terms of service on the city’s boards and commissions (“Aggregate Term Limit”). Thus, individuals may only serve three 4-year terms on boards and commissions whether it is the same service on one commission for all three terms or a combination of service on multiple commissions over three terms. At the November 1, 2022 meeting, the Council discussed whether to reinstate a provision that allows the Council to override the term limit if it finds it is in the city’s best interests to do so. Council did not make a decision at that time.
At the same meeting, the Council also discussed the appointment process for selection of board members and commissioners. Currently, each councilmember nominates one member to each board or commission, subject to the approval of the Council. With the exception of the members of the Civil Service Commission who serve 4-year terms from the date of appointment, members of the boards and commissions serve 4-year terms that are coterminous with the term of the councilmember that nominated them. At the November 2022 meeting, the Council expressed a preference to move away from the current individual councilmember nominating system and revert back to the rotating Council panel system that was in place prior to 2007.
ANALYSIS
Nomination Panel System
The most recent panel system was instituted pursuant to Council Resolution No. 02-80 (Exhibit 1) and was in effect until replaced by the single councilmember nominating system. Resolution No 02-80, adopted in 2002, provided the following procedure for the creation of a two-member selection panel:
“A. SELECTION OF INTERVIEW PANEL
When there exists a vacancy on a board or commission or the term of a member of a board or commission is near expiration, a panel of two council members shall be selected at a council meeting to act as an interview panel.
The selection of the panel will involve an alphabetic rotation of the council as follows: the first member shall be in a vertical column (Column One) which shall have the council members’ names listed alphabetically. The second member of the panel shall be in a vertical column (Column Two) with the first council member being the individual who is the second council member listed in Column One. The next three council members will follow in alphabetical order, with the first council member in Column One being last in Column Two.
Column One shall always remain alphabetical, Column Two will rotate after all council members have an opportunity to serve on a panel. The rotation process will have the council members in Column Two moving up the column with the council member at the top rotating to the bottom. This process of rotation will thereafter be repeated after five (5) panels are selected. The two council members who match up horizontally on the columns will constitute the panel to interview candidates who have applied to serve on a board or commission. Unless otherwise determined by the council, the panel shall only 15 of 52
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9 interview candidates for a single board or commission. The same panel may interview candidates for less than a majority of the vacancies on a particular board or commission. In the event of vacancies constituting a majority or more of the board or commission, the council shall determine if one or more panels shall be selected to interview candidates for such board or commission.” The panel rotation from 2002 is attached is Exhibit 2, and the panel rotation as it would occur for the current Council using this system is attached as Exhibit 3. Prior to the adoption of Resolution No. 02-80, the Council used a slightly different version of the panel system; one panel member was selected by alphabetical rotation while the other panel member was chosen by random draw by the City Clerk. The Council revised that procedure in order to avoid repeat panels as much as possible. It is worth emphasizing that, as structured in Resolution No. 02-80, a selected panel would interview and nominate candidates for multiple existing or upcoming vacancies on a single board or commission. Council approval was required for a panel to interview and nominate a majority or more of a board or commission. However, a panel would be limited to a single board or commission unless determined otherwise by Council.
If the Council reinstitutes the panel system, there would be other features of the process that would have to be included as well:
•Filing Period: This would be a period of time that a vacant position will be open. Under Resolution No. 02-80, the period was a minimum of two weeks unless shortened by the Council. The filing period could be extended beyond two weeks by the selected panel for any reason including increasing the number of qualified candidates. Staff recommends the same filing period, but Council can choose a different period.
•Dissemination of Board or Commission Opening: Resolution No. 02-80 required notice of a pending or upcoming vacancy to be widely disseminated.
Staff recommends establishing a similar process.
•Applicable Boards and Commissions: Resolution No. 02-80 applied the process to all boards and commissions created by the Charter or Ordinance of the City of Glendale and appointees to the Burbank-Glendale-Pasadena Airport Authority. Staff recommends removing the Airport Authority from the included boards and commissions since councilmembers serve on that body. •Interview Process: Resolution No. 02-80 provided that the interviews were to be conducted in public. The interviews were not to be televised or required to be held as an agendized meeting for Brown Act purposes, nor was the public allowed to question the candidate or address the interview panel. Resolution No 02-80 acknowledged the difficulty of providing advance public notice due to scheduling challenges for panel members and candidates, as well as finding a suitable location. In practice, advance public notice was rarely, if ever, 16 of 52
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9 provided due to these challenges. Thus, staff recommends that a revised process not include a public process on the front end in order to facilitate an efficient review and nomination process. Public comment and input will continue to be addressed once a nomination is made and the full Council considers an appointment.
•Nomination and Selection Process: If the procedure under Resolution No. 02- 80 is followed, the panel interviews candidates and makes a recommendation to the Council. The matter is placed on an agenda to announce the recommendation and then brought back to the next subsequent Council meeting for consideration and action. If the panel cannot reach agreement on a candidate to nominate, the panel should determine the action necessary to resolve the disagreement. If the panel cannot agree on a candidate or an appropriate procedure to resolve the difference, the panel should report the matter to the Council. The only change staff recommends is that the Council have the specific authority to have a new panel called under the procedure for selection of the board or commission member(s) if the panelists cannot agree.
Timing of Implementation of Panel System
The Council also requested a discussion of options for timing of implementing a panel system, including immediately replacing all board members and commissioners with members selected through the panel system, implementing the system commencing after the 2024 elections, or transitioning to the panels through attrition with vacancies as they exist or occur in the future.
•Immediate Replacement/Reappointment: Under this scenario, the Council would remove all members of the boards and commissions, subject to their reappointment or replacement through the panel nomination process. The Council utilized this method when it previously transitioned from the panel system to the individual nominations starting in 2007. This would likely require a panel to be assigned to each board and commission in the order of the established rotation unless the Council chose to break each one into separate panels. Given that many members of boards and commissions have recently been appointed since the 2022 elections, the Council should consider whether the potential for immediate and extensive turnover is in the best interest of the boards and commissions.
•Implementation after 2024 Council elections: Another option is to implement the panel system after the 2024 elections. In this scenario, the terms of members nominated by Mayor Kassakhian and Councilmember Devine would expire in 2024 and the Council action implementing this plan would terminate the other terms at the same time. This would allow current board and commission members to serve through 2024 before making the transition. •Implementation through Attrition: Under this scenario, upon a vacancy or a pending vacancy (upcoming end of a term), a panel would be appointed to 17 of 52
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9 interview and nominate an individual to the vacancy. This causes the least turnover. However, this would result in some board members and commissioners being nominated through the individual nomination process while others would be appointed through the panel process. Also, councilmembers elected/reelected in 2022 have not made all of their nominations while the Council was evaluating the term limits and panel issues.
Other Issues for Consideration
•Terms: Currently, the Code provides that the terms of the board members and commissioners are coterminous with the term of the councilmember that nominated them, except for the Civil Service Commissioners who serve 4-year terms. If the Council departs from the single councilmember nominating system it should amend that provision of the Code since terms will no longer be able to be coterminous with councilmember terms. The Code provision that provides that the terms are four years would remain in effect. •Term Limits: As noted, the Code limits board members and commissioners to an aggregate (all boards and commissions) of three 4-year terms. On November 1, 2022, the Council discussed options of returning the term limits to a “per board or commission” limitation, with some councilmembers expressing a willingness to amend the Code to two 4-year terms per board or commission. Others expressed the opinion that term limits would become less of an issue because turnover on the boards and commission would occur more frequently if the Council reestablishes the panel system. Also, the Council could reinstitute the prior Code provision that authorized the Council to supersede the term limit provision if it finds that it is in the city’s best interest to appoint an individual who has exceeded the term limit. Staff seeks direction whether to bring back a Code amendment to eliminate term limits, modify them to return term limits to a “per board or commission” limitation, modify the number of terms, add back the provision allowing Council to override the term limit, some combination of the foregoing, or another option desired by Council. •Procedure to Address Complaints/Allegations Relating to Performance of Misconduct Against Members of Boards and Commissions
With the exception of the Civil Service Commission which is established by the City Charter, the Code provides that members of the boards and commissions may be removed by a majority vote of the Council when it determines, in its discretion, that it is in the city’s best interests to do so. This is essentially an “at-will” standard. Often times situations arise with performance (e.g., lack of preparation or participation) or misconduct that need to be addressed. There is a formal policy for addressing these complaints adopted by Council resolution. However, since the institution of the single councilmember nomination system, the process for addressing these types of issues has followed a more informal process involving, depending on the 18 of 52
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9 circumstances and to the extent necessary, the Department Head, City Manager, City Attorney, and/or the nominating Councilmember.
If the Council chooses to return to the panel system, staff recommends establishing a policy to address complaints and allegations. The policy established by Council Resolution No. 99-141 that was in place prior to the single nominating councilmember system is attached as Exhibit 4. Generally, it contains provisions for investigations if warranted, counseling, or forwarding the matter to Council for consideration or action. Under this prior policy, if complaints warranted a follow-up discussion with the board or commission member, a committee of the City Manager, Mayor and councilmember appointed by the Mayor would meet with the individual board member or commissioner. The Council could re-adopt this process or adopt an alternative process such as having the nominating panel be involved in the process.
However, the panel may not always be available due to Council turnover and the elimination of the single councilmember nomination policy. Staff seeks general Council direction on options and can prepare a resolution for Council consideration
STAKEHOLDERS/OUTREACH
N/A.
FISCAL IMPACT
There is no fiscal impact associated with this report.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item is not a project as it is not capable of causing a direct or reasonably foreseeable indirect physical change in the environment.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES
1. Provide direction on the panel system, timing of implementation and term limits.
2. Choose not to provide direction and maintain the current system.
3. Choose an alternative not identified by staff.
ADMINISTRATIVE ACTION
Prepared by:
Michael J. Garcia, City Attorney
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9 Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
1. Council Resolution No. 02-80 - Council Panel System
2. 2002 Panels
3. 2023 Panels
4. Council Resolution No. 99-141 – Procedure for Handling Complaints and Allegations
5. Report to Council dated November 1, 2022
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M O T I O N
Moved by Council Member ________________________________, seconded by Council Member ___________________________________, that with respect to the Report to Council dated January 31, 2023 pertaining to the nomination and appointment process of boards and commissions and term limits for members of the boards and commissions, Council hereby directs staff to prepare the appropriate ordinance and resolutions as follow:
Council panel system:
•Filing Period: ____________________________.
•Public Dissemination/Advertising: _______________________________ •Applicable Boards and Commissions:____________________________ •Interview Process:___________________________________________ •Nomination Process/Dispute Resolution:_________________________ Timing of Implementation:
•[Immediate Replacement/Reappointment]
•[After 2024 Council Election]
•[Through Attrition]
Other:
•Terms
•Term Limits
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oEliminate
oModify – Per Term or Commission
oModify – Two Terms Per Board or Commission
oReinstitute Council Override
•Review of Complaints and Allegations
Vote as follows:
Ayes:
Noes:
Abstain:
Absent:
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Adopted
5—07 —02
Yousef ian/Weaver
Quintero: No<~ RESOLUTION NO. 02-80
Gomez: Absent
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GLENDALE
ESTABLISHING A RECRUITMENT AND SELECTION PROCESS FOR APPOINTMENT OF INDIVIDUALS TO BOARDS AND CO~ftfISSIONS
WHEREAS, the City of Glendale has a number of boards and commissions to which individuals are appointed by the City Council; and
WHEREAS, the Council desires to establish a formal policy for the recruitment, selection and appointment of individuals to boards and commissions,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA AS FOLLOWS:
Section 1. Resolution No. 99-135 is hereby repealed.
Section 2. The following procedure for recruitment, selection and appointment of individuals to boards and commissions is hereby established:
A. SELECTION OF INTERVIEW PANEL
When there exists a vacancy on a board or commission or the term of a member of a board or commission is near expiration, a panel of two council members shall be selected at a council meeting to act as an interview panel. The selection of the panel will involve an alphabetic rotation of the council as follows: the first member shall be in a vertical column (Column One) which shall have the council members’ names listed alphabetically. The second member of the panel shall be in a vertical column (Column Two) with the first council J:\FILE$\DOCFILES\FACTFIND\commr recruit & select procedures.lwpd.wpd iAl
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member being the individual who is the second council member listed in Column One. The next three council members will follow in alphabetical order, with the first council member in Column One being last in Column Two. Column One shall always remain alphabetical, Column Two will rotate after all council members have an opportunity to serve on a panel. The rotation process will have the council members in Column Two moving up the column with the council member at the top rotating to the bottom. This process of “rotation” will thereafter be
repeated after five (5) panels are selected. The two council members who match up horizontally on the columns will
constitute the panel to interview candidates who have applied to serve on a board or commission. Unless otherwise determined by the council, the panel.shall only interview candidates for a single board or commission. The same panel may interview candidates for less than a majority of the vacancies on a particular board or commission. In the event of vacancies constituting a majority or more of the board or commission, the council shall determine if one or more panels shall be selected to interview candidates for such board or commission.
B. FILING PERIOD
Once the interview panel is selected the filing period for candidates will open for a minimum of two weeks unless a shorter time is ordered by the Council. The two week filing period may be extended by the interview panel where they determine that such an extension is necessary for any reason, including, but not limited to, increasing the number of 2 J:\flLES\DOCPILES\FACTFIND\contmr recruit & select procedures.lwpd.wpd 24 of 52
qualified candidates.
C. VACANCY NOTICE - DISSEMINATION
The notice of vacancy or upcoming opening on a board or commission should be widely disseminated, including but not limited to, the government access channel, city web page, ethnic community organizatiOns, homeowners coordinating council, chambers of commerce, religious institutions, and city hall bulletin board.
D. APPLICABLE BOARDS MID COMMISSIONS
The recruitment, selection and appointment process outlined herein shall apply to all boards and commissions created by Charter or ordinance of the City of Glendale and Glendale appointees to the Burbank, Glendale, Pasadena Airport
Authority. The Alex Regional Theater Board is not included in this process.
E. PUBLIC INTERVIEWS - NOTICE
The selected interview panel(s) shall conduct public
interviews of candidates. The interviews shall not be
televised and members of the public shall not be permitted to question the candidates or address the interview panel during the interview process.
Advance public notice of the candidate interviews shall be provided. While as much notice will be provided prior to 3 J:\FILES\DOCFII~ES\PAcTFtND\commrrecruit & select procedures.lwpd.wpd 25 of 52
interviews as is possible, given the scheduling difficulties of the panel and the candidate(s), there may be occasions where only minimal public notice may be provided. The failure to provide public notice of a candidate interview will not affect the validity of any appointment made by the Council.
F. INTERVIEW PANEL - RECOMMENDATION PROCESS
Interview panels are encouraged to reach consensus on the candidate they would recommend for appointment to a board or commission. Should the panel be unable to reach agreement on the candidate to recommend to the entire council, the panel should determine the action necessary to resolve their
differences. If the panel cannot recommend an appointment or cannot determine the appropriate procedure to resolve their differences, the panel shall report same to the Council at a public meeting.
When a panel has concluded the interview process and is prepared to provide a recommendation to the full council, the matter of the appointment to a particular board or commission shall be placed on the Council agenda and the panel shall announce its recommendation at that meeting. No action shall be taken by the Council to appoint the recommended candidate at such meeting and the matter shall be placed on the
following agenda, including the name of the recommended candidate, for consideration and action by the council. 4 J:\FILES\DOCFILES\FACTPIND\commr recruit & select procedures.lwpd.wpd 26 of 52
G. AUTHORIZATION TO MODIFY PROCEDURE - APPOINTMENT VALIDITY The Council may, in its discretion deviate from the procedure set forth herein in any instance for the recruitment,
selection and appointment of an individual to a board or commission. Failure to comply with any of the procedures set forth herein shall not void or otherwise affect the validity of any appointment made by the Council.
Adopted this 7th day of May , 2002.
ayor
ATTEST..~
g4, ~
TCity Clerk
J:\FILES\DOCFILES\FACTFIND\commr recruit & select procedures.lwpd.wpd 27 of 52
STATE OF CALIFORNIA
)SS
COUNTY OF LOS ANGELES
I, DORIS TWEDT, City Clerk of the City of Glendale, certify that the foregoing Resolution No. 02-80 was adopted by the City Council of the City of Glendale, California, at a regular meeting held on the 7th day of May , 2002, and
that same was adopted by the following vote:
Ayes: Quintero, Weaver, Yousef Ian, Manoukian
Noes: None
Absent: Gomez
Abstain: None
City Clerk
.9 ~~i~t’~:”:1)•~.i 1~’)
6 J:\FILES\DOCFILES\FACTFIND\cominr recruit & select procedures.lwpd.wpd 28 of 52
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2023 COUNCIL PANEL ROTATION TABLE
A
Asatryan, Elen - Brotman, Daniel Brotman, Daniel - Devine, Paula
Devine, Paula - Kassakhian, Ardy Kassakhian, Ardy - Najarian, Ara
Najarian, Ara - Asatryan, Elen B
Asatryan, Elen - Devine, Paula
Brotman, Daniel - Kassakhian, Ardy
Devine, Paula - Najarian, Ara
Kassakhian, Ardy - Asatryan, Elen
Najarian, Ara - Brotman, Daniel C
Asatryan, Elen - Kassakhian, Ardy Brotman, Daniel - Najarian, Ara
Devine, Paula - Asatryan, Elen
Kassakhian, Ardy - Brotman, Daniel
Najarian, Ara - Devine, Paula
D
Asatryan, Elen - Najarian, Ara
Brotman, Daniel - Asatryan, Elen
Devine, Paula - Brotman, Daniel Kassakhian, Ardy - Devine, Paula
Najarian, Ara - Kassakhian, Ardy 30 of 52
Adopted
9— 14—99
Manoukian, /Weaver
Bremberg: No RESOLUTION NO. 99-141
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GLENDALE
ESTABLISHING A PROCEDURE TO ADDRESS COMPLAINTS OR ALLEGATIONS OF
MISCONDUCT AGAINST MEMBERS OF BOARDS AND COMMISSIONS
WHEREAS, the City of Glendale has adopted a code of ethical conduct for elected and appointed officials; and
WHEREAS, on occasion complaints regarding the conduct of members of boards and commissions are received and require review; and
WHEREAS, there exists no administrative process for addressing these complaints; and
WHEREAS, in the absence of a standard process, the complaints are handled in an ad hoc manner with no consistent procedure; and WHEREAS, the council desires to establish a uniform
administrative procedure to address complaints against members of boards and commissions, subject to, in all cases, the ability to address complaints at a public meeting by the entire council,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA that the following procedure for addressing written complaints or written allegations of misconduct raised against a member of certain boards and commissions is hereby approved and adopted:
A. Written Complaint: In the event a written complaint or written allegation of misconduct is filed with a Division J: \FILES\DOCFILES\FACTFIND\adiun prcedur commr complaints. wpd 6F1
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Head, a member of the City Council, the City Manager or the City Attorney, the complaint will be forwarded to and reviewed by the City Manager to initially make a threshold
determination of whether same warrants an investigation by the Division Head with staffing authority over the particular board or commission or whether the matter is of such a serious nature as to require an investigation by the City Attorney.
When the City Manager receives the written complaint, notice thereof shall be provided to the Council.
B. Oral Complaint: Oral complaints shall be addressed by the Division Head with staffing responsibility for the board or commission. If an oral complaint is found by the Division Head to be of a serious nature or evidence a pattern of inappropriate conduct, he or she shall seek to obtain the complaint in writing. If the person lodging the complaint cannot or will not reduce the complaint to writing, the Division Head shall put the complaint in written form and refer same to the City Manager for review and investigation under the procedure set forth herein if the Division Head deems such appropriate.
C. Process for Review: If the written complaint is referred to the Division Head for review, the Division Head will conduct a review, determine the validity and severity of the complaint or allegation, and if minor or the result of a
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miscommunication or misunderstanding, shall, along with the chairperson of the affected board or commission, meet with the subject of the complaint or allegation, discuss same and counsel the individual. In the event the chairperson is the subject of the complaint, the Division Head will select another member of the Commission to meet with the chairperson.
D. Notice to Affected Board or Commission Member and Commission:
The subject of a written complaint will be notified of the complaint during the review process at a time determined appropriate by the Division Head or City Manager. In the event the complaint is oral, the subject will be notified by the Division Head at a time as determined appropriate by the Division Head. Notice of a complaint or allegation will be provided to the Commission on which the subject of a complaint is a member. Such notice will be provided at a time
determined appropriate by the Division Head or City Manager.
E. Reference for Investigation: In the event the matter is determined to be of sufficient severity, or the matter
involves a written complaint against an individual who has previously been counseled for a complaint or allegation of misconduct which was found to be true, the matter will be referred by the City Manager to the City Attorney for an investigation and report. At the conclusion of the
investigation, and the receipt of a report from the City 3 J:\FILES\DOCFILES\FACTFIND\admn prcedur commr complaints.wpd 33 of 52
Attorney, the Mayor and one other member of the City Council appointed by the Mayor along with the City Manager (the review committee) shall meet with the board or commission member who is the subject of the complaint to discuss the complaint or allegations, the severity thereof and what action, if any, will be recommended to the entire Council. The Council will be informed if no action is recommended.
F. City Council Consideration: Should the matter be recommended to the City Council for action, the matter will be placed on the next available City Council agenda for discussion and determination by the entire City Council regarding the
appropriate level of discipline up to and including removal.
G. Invalidity of Action—No New Rights: The process herein creates no property or other interest in a position on a board or commission. The process established by this Resolution is for administrative convenience and consistency. Appointees to Boards and Commissions serve solely at the pleasure of the Council, and the Council retains the absolute right to remove a member of a board or commission at any time, for any reason.
Failure to follow the procedure set forth herein in any respect does not invalidate any action by the Council to discipline or remove a member of a board or commission. 4 ~7:\FILES\DOCFILES\FACTFIND\adnm prcedur commr complaints.wpd 34 of 52
H. Rights of Council to Retain Original Jurisdiction: In any case other than a referral to the entire City Council, any individual council member or subject of a complaint may at any time, publically request that the item be agendized for discussion and action by the entire council. Nothing herein requires the Council to agendize a request by the subject of a complaint.
I. Applicability-Generally: The procedure outlined herein shall apply to all boards and commissions created by Charter or ordinance of the City including the Glendale appointees to the Airport Authority and the Alex Regional Theatre Board.
J. Procedure to Address Complaints-Airport Authority: Due to the particular status of the Airport Authority, the following procedure shall apply for receipt, review and investigation of complaints against Glendale appointees to the Airport
Authority. Written or oral complaints or allegations against Glendale Airport Authority Commissioners shall be directed to the City Manager or City Council. The City Manager shall review any written or oral complaint or allegation of
misconduct and make a determination if the complaint is of such a nature to warrant investigation by the City. If the City Manager is serving in the capacity as an Airport
Authority Commissioner, the City Attorney shall make the 5 J:\FILES\DOCFILES\FACTFIND\admn prcedur commr complaints.wpd 35 of 52
determination whether to investigate. The decision to
investigate or reject a complaint shall be in writing and provided to the Council.
In the event the matter is determined to warrant
investigation, the procedures for notice to the subject and procedure for investigation outlined in Sections E and F shall apply. Notwithstanding this Section, Council retains original jurisdiction as set forth in Section H.
Adopted this 14th day of Se tember , 1999.
ATTEST: AILEEN B. BOYLE
by:
Assistant City Clerk APP~O’iEDAS TO
STATE OF CALIFORNIA ) _________ ____
SS CiTY ATTORNEY
COUNTY OF LOS ANGELES ) DATE ?~—~/5~~~9
I, AILEEN B. BOYLE, City Clerk of the City of Glendale, certify that the foregoing Resolution No. 99-141 was adopted by the City Council of the City of Glendale, California, at a regular meeting held on the 14th day of September , 1999, and
that same was adopted by the following vote:
Ayes: Baker, Gomez Manoukian, Weaver
Noes: Bremberg
Absent: None
Abstain: None Al EEN B. BOYLE
by:
Assistant City Clerk
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d
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Boards and Commissions: Consideration of Amendment to Term Limits for Members of Boards and Commissions; Discussion of Revisions to Nomination and Appointment Process for Boards and Commissions, including Civil Service Commission
1. Introduction of Ordinance Amending Section 2.36.010 of the Glendale Municipal Code Pertaining to Term Limits for Members of the Boards and Commissions
2. Motion Directing Staff Regarding the Nomination and Appointment Process for Boards and Commissions
3. Motion Directing Staff Regarding the Nomination and Appointment Process for Members of the Civil Service Commission
4. Motion to Note and File
COUNCIL ACTION
Item Type: Action Item
Approved for November 1, 2022 calendar
EXECUTIVE SUMMARY
The Council requested a discussion of an amendment to the Glendale Municipal Code to allow flexibility with respect to the three-term limit for members of the City’s boards and commissions. The Council also requested a discussion on the process for the nomination and appointment to the boards and commissions. 37 of 52
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COUNCIL PRIORITIES
N/A.
RECOMMENDATION
Council may introduce and adopt an ordinance creating an exception to the aggregate limit of three terms for boards and commissions. Staff seeks Council direction on whether to revise the process for nominating and appointing members to the boards and commissions. Finally, staff seeks direction on the process for nominations to the Civil Service Commission, whose members serve four-year terms that are not coterminous with the term of the councilmember that nominates them.
BACKGROUND
Glendale Municipal Code (“GMC”) Section 2.36.010 imposes an aggregate term limit of three (3) four-year terms of service on the City’s boards and commissions (“Aggregate Term Limit”). Thus, individuals may only serve three four-year terms on City boards and commissions whether it is the same service on one commission for all three terms or a combination of service on multiple commissions over 3 terms. Section 2.36.010 provides an exception to the Aggregate Term Limit to allow an individual to serve one additional term where he or she was appointed by a councilmember elected in 2015 or 2017 provided he or she had served two terms prior to the effective date of Ordinance No. 5904 (adopted in 2017) and there had been at least one year in between the second and third terms of service (“Aggregate Term Limit Exception”). Section 2.36.010 also provides that a board or commission member who serves 24 months or more of a term shall be deemed to have served a full term. Lastly, Section 2.36.010 provides that any term that is less than four years as a result of a delay by Council in nominating and appointing a person to a board or commissioner during a councilmember’s term shall nevertheless constitute a full term.
Council has asked to reconsider the exception that existed in the GMC prior to the adoption of Ordinance No. 5904 in 2017, whereby the Council could appoint an individual who has served 3 terms by make a finding it was in the best interest of the City to appoint an individual beyond the Aggregate Term Limit. That issue is discussed further below, as is the topic of discussion regarding the nomination and appointment process for the selection of members to the boards and commissions, including the Civil Service Commission.
ANALYSIS
Term Limits
Prior to 2017, members of the boards and commissions could not serve more than two four-year terms. However, Section 2.36.010 contained a provision that notwithstanding the term limit, the Council could appoint an incumbent of such board or commission to 38 of 52
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serve more than two terms if it made a finding that “there are no candidates available for appointment, or that it would be in the best interest of the city.” The Council deleted this exception from the Code in 2017 when it adopted Ordinance No. 5904 at the same time it increased the limit on terms from two to three. At the time, this limit applied only per board or commission. Thus, an individual who served three terms on one board or commission was not prohibited from subsequently serving on another board or commission.
In 2019, the Council adopted Ordinance No. 5930 further addressing term limits for boards and commissions and implemented the Aggregate Term Limit, subject to the Aggregate Term Limit Exception.
Council has asked to re-consider the exception that existed in the GMC prior to the adoption of Ordinance 5904 in 2017, whereby the Council could make a finding it was in the best interest of the City to appoint an individual beyond the Aggregate Term Limit. At the time the Council removed this exception, the Council did so for its expressed desire of bringing in new or fresh perspectives to the boards and commissions. The contrary view is that the pool of qualified and interested applicants for the boards and commissions is sometimes limited, and the City benefits from having the perspectives of individuals with experience and institutional knowledge in these roles. Staff expresses no opinion on the hard cap of term limits. If Council desires to create an exception for unique circumstances, an ordinance re-instituting the exception where it is in the City’s best interest or there are no candidates for appointment is provided for Council to introduce and adopt.
Commissioner Nomination Process
The Council also requested a discussion of the process for nomination and appointment of members to the boards and commissions. In 2018, City staff researched other models for the nomination and appointment to boards and commissions and that information is provided here.
Under the current process for nominating and appointing individuals to the boards and commissions, each councilmember nominates one individual to serve on one seat of each board or commission. Each nominee must be approved by a majority of the City Council.
Under 2007 and 2009 amendments to the Glendale Municipal Code, each board and commission member serves a term coterminous with the term of the councilmember that nominates him or her, except for members of the Civil Service Commission who serve four years by the terms of the Charter. Except for members of the Civil Service Commissions, board members or commissioners serve at the pleasure of the Council and may be removed by a majority of the Council.
The current process of each councilmember nominating a member to each board and commission commenced in 2007, first with the Design Review Board, then applying that 39 of 52
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practice to all board members and commissioners in 2009 with an amendment to the Municipal Code. At that time, the Council also made all board member and commissioner terms coterminous with the terms of the councilmembers that nominate them. Prior to those amendments, a panel of two councilmembers was selected to nominate an individual to fill a vacancy to a board or commission after the Clerk’s Office had sufficient time to advertise the position. Although initially an ad hoc process, the creation of the panels was made more formal through a rotating process of creation of panels so that no two council members served on the same panel for a series of ten panels, and then it would rotate.
The Council had several concerns and stated purposes when changing the process in the period of 2007-09. Besides the additional time for a panel to meet with prospective candidates if necessary and make a decision on a nominee, panel members at times might have differences of opinion on a nominee and might not be able to come to agreement. In addition, councilmembers supporting the change to the current system stated that having each councilmember nominate a member would make that councilmember “responsible” for that commissioner for things like unexcused absences or inappropriate behavior, or if their decisions were unpopular. Ultimately, the Council concluded that the process used now would be more efficient and responsive than the prior process.
Alternative Processes – Comparison of Cities
For general law cities with an elected Mayor, the Mayor appoints individuals to all boards and commissions, subject to approval of the City Council. Since Glendale is a charter city without an elected Mayor, there are no specific legal requirements restricting the City’s nomination/appointment process. As noted above, staff from the City Manager’s office conducted research to determine alternative procedures used by other cities for appointment of individuals to boards and commissions. Fourteen (14) cities were examined based on their similarity to Glendale or their utilization of unique appointment processes. Results fell into three categories: Individual Councilmember representation, Council At-Large representation, or a hybrid of the two.
A. Individual Councilmembers Represented
Mayor Nominates, Council Votes
In this appointment format, the mayor is in charge of nominating commissioners.
Appointing a commissioner, however, requires a majority vote from Council.
Cities using this process have directly elected Mayors and include:
•Garden Grove, CA
•Long Beach, CA
•Torrance, CA
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Councilmembers Nominate by Ward/District, Council Votes Each councilmember nominates a commissioner to represent his/her ward on every commission. The nominees are then appointed by city council’s majority vote.
Cities using this process include:
•Anaheim, CA
•Santa Ana, CA
Councilmembers Nominate by Ward/District, Mayor Appoints Each councilmember nominates a commissioner to represent his/her ward on every commission. The Mayor, however, ultimately appoints or denies the nominee without a council vote.
Cities using this process include:
•Inglewood, CA
It should be noted that the 6 cities cited above have elected mayors and Council districts.
B. Council At-Large Represented
Two-Round Ballot
In this process, City Council jointly considers all qualified applicants during an open session without any formal nomination process. Council then votes on the applicants until all the seats are filled. Each councilmember gets as many “yay” votes as there are vacant seats. If no candidate gets a majority, those with the least number of votes are dropped from the ballot, and the process repeats with the reduced number of candidates.
Cities using this process include:
•Burbank, CA
Council Nominates, Council Votes
Nominations occur at Council meetings. Any councilmember can nominate one applicant per seat. City Council then votes (one vote per vacant seat) on which of the nominees will get appointed to the commission. Whoever gets the majority vote wins the seat.
Cities using this process include:
•Santa Monica, CA
Council Nominates for Interview, Council Votes
During open session, councilmembers use a ballot to silently nominate one or more applicants to interview. If an applicant receives two or more nominations, he or she is interviewed publically at a special meeting. Council then deliberates and votes to 41 of 52
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appoint one of the interviewees. All “silent” ballots are made public at the end of the council meeting. It should be noted there may be Brown Act issues with this approach although Chula Vista appears to have addressed it by making the silent ballots public at the end of the meeting.
Cities using this process include:
•Chula Vista, CA
C. Hybrid Systems
Advisory Commission Nominates, Council Votes
Most commissioners are nominated by individual councilmembers and appointed with a majority vote from council. This process is similar to Anaheim’s and Santa Ana’s, both of which have wards/districts.
For charter commissions, councilmembers silently nominate one or more applicants to interview. If an applicant receives four or more nominations, he or she is interviewed publically at a special meeting. Council then deliberates and votes to appoint one of the interviewees. The process is similar to Chula Vista’s.
A few commission seats have special eligibility requirements (e.g. candidates must have 4 years of childhood education background, must be a tenant, must be a landlord, etc.). To fill these vacancies, a Council-appointed commission is tasked with filtering through applications, conducting interviews, and nominating commissioners. Council then votes on the nominees. San Jose uses this process.
Council-Committee Filters & Interviews, Council Votes
A mayor-appointed Council Committee made up of three councilmembers filters through applications and conducts interviews in open session. The full Council then votes on the nominee.
Cities using this process include:
•Lower Merion, PA
•Auburn, ME
Councilmembers Appoint, Full Council Appoints Two At-Large Each councilmember nominates a commissioner to represent his/her views on every commission. These nominees are appointed through a majority vote of the full Council. The full Council also appoints two applicants to represent the Council At- Large.
Cities using this process include:
•Sonoma, CA
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•Pasadena, CA 1
Qualifications, Disqualifying Positions and Subject Matter Expertise For reference purposes, it is noted that the GMC requires that one or more of the members of certain boards and commissions have a certain background or experience, or specific licensing requirements.
The following table shows which boards and commissions have current seats reserved for subject experts and which do not:
Boards & Commissions with
Reserved Seats for Subject Experts
Boards & Commissions with
NO Reserved Seats for Subject
Experts
Arts & Culture Commission Civil Service Commission
Audit Committee Commission on the Status of Women
Building & Fire Board of Appeals Comm. Dev. Block Grant Advisory Committee
Design Review Board Parks, Recreation & Comm. Serv.
Commission
Historic Preservation Commission Planning Commission
Transportation and Parking Commission Water & Power Commission The specific expertise or background of the listed commissions is set forth in Exhibit 1.
Civil Service Commission Nomination and Appointment Process Staff also seeks direction on the process for nomination and appointment of members to the Civil Service Commission as the rules applicable to that process should be revised for clarity. The City Council adopted Resolution No. 07-183 in 2007 guiding the nomination process for appointment of members to the boards and commissions. Under that resolution, upon a vacancy or upcoming expiration of a term of a board member or commissioner, the nominating councilmember was selected in alphabetical order provided he or she had not nominated a sitting board or commission member to that commission. This resolution was partially abrogated with respect to the Title 2 boards and commissions2 when the Council amended the GMC between 2007 and 2009 to make the terms of the Title 2 boards and commissions coterminous with the term of the 1 The first at-large commissioner is nominated by the mayor and appointed by city council’s majority vote.
The second at-large commissioner is also nominated by the mayor, but the mayor must choose from one of seven applicants recommended to them from the city council (each councilmember recommends one applicant to be nominated). The nominated candidate is then appointed by city council’s majority vote.
Pasadena has a directly elected Mayor.
2 The Title 2 boards and commissions are the boards and commissions created pursuant to Title 2 of the Glendale Municipal Code and include all the boards and commissions except the Civil Service Commission which was created by the City Charter.
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councilmember that nominated them.
After the adoption of the coterminous rule for Title 2 boards and commissions, the nomination process for the Civil Service Commission should have technically continued to follow the alphabetical rotation rule of Resolution No. 07-183 since the Charter mandates that Civil Service commissioners serve four year terms irrespective of the nominating Councilmember. However, for many years, it became a common practice for the nomination of the Civil Service commissioners to “follow” the nominating councilmember. If the nominating councilmember was still on Council when a term was expiring, then that nominating Councilmember made the nomination to reappoint or replace that commissioner. If the nominating councilmember was no longer on Council, then the nomination followed the councilmember who “replaced” the nominating councilmember. For more recent appointments, the nominations were made utilizing the alphabetical process of Resolution No. 07-183; the process was facilitated by a number of upcoming vacancies in rather quick succession in 2019-20.
At this time, there is one Civil Service Commission position with a term that technically expired in 20213. There is another term expiring in September 2023, with the remaining terms expiring in 2024. Staff seeks direction whether Council desires to implement the alphabetical rotation, and whether to start the rotation based on the Council makeup at the time the current position expired in 2021 (which has some justification in the current resolution) or starting at the present time. Council can also choose to implement the prior practice of having the nomination follow the nominating councilmember (or his or replacement). Alternatively, Council can adopt a policy establishing the nomination order based on length of service on Council, provided no councilmember gets one more than one appointee to the Commission.
STAKEHOLDERS/OUTREACH
N/A.
FISCAL IMPACT
There is no fiscal impact associated with this report.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This matter it is exempt from CEQA as there is no reasonable possibility it will have a significant effect on the environment.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements. 3 Commissioners serve a four year term and until their successor is appointed. 44 of 52
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ALTERNATIVES
ADMINISTRATIVE ACTION
Prepared by:
Michael J. Garcia, City Attorney
Elena Bolbolian, Chief Innovation Officer
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
1. List of specific experience/qualification required for boards and commissions 45 of 52
3 CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Youth Commissioners Report
1. Motion Directing Staff
COUNCIL ACTION
Item Type: Action Item
Approved for January 31, 2023 calendar
EXECUTIVE SUMMARY
The City Council has requested information regarding adding youth seats to certain boards and commissions to include the voice of Glendale’s youth in each of the legislative body’s decision-making processes. Board and commission compositions are established by ordinance and codified in the Glendale Municipal Code (GMC). Staff will draft ordinances adding non-voting youth seats to existing commissions based on Council’s direction.
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3 COUNCIL PRIORITIES
NA
RECOMMENDATION
Provide direction regarding if any boards or commissions should be amended to include non-voting youth seats.
BACKGROUND
Members of City Council expressed interest in adding non-voting youth members to the Parks, Recreation, & Community Services Commission; the Arts & Cultures Commission; and the Transportation & Parking Commission in order to include the voice of Glendale’s youth in each of the board or commissions’ decision-making processes.
City of Glendale currently has non-voting youth seats on two of its 13 boards and commissions, namely the Sustainability Commission and the Commission on the Status of Women.
ANALYSIS
Commission Composition
Glendale’s City Charter, Article XIV, Section 2, allows the city council to establish the number of members, terms, and powers of boards or commissions in the city.
The member composition of boards and commissions are defined and set by the respective GMC sections for each board and/or commission.
If a commission is to have a youth seat, it must be defined in the GMC Sections that reference each commission’s composition.
Adding Youth Seats to Existing Commissions
Any changes to commission member compositions, such as adding non-voting youth members, must be done through an ordinance amending any relevant sections of the ordinance which established that commission’s composition.
Staff Resources
Additional resources will be required from staff to recruit, evaluate, select, onboard, and train candidates for each commission that receives a new seat. Specific resources will be identified depending on Council’s direction but will be proportional to the number of commissions that receive new seats.
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3 Existing Boards and Commissions
All boards and commissions in Glendale have been listed below for Council’s consideration. The two commissions that currently have youth seats have been noted with parenthesis:
1. Arts and Culture Commission*
2. Audit Committee
3. Building and Fire Board of Appeals
4. CDBG Advisory Committee
5. Civil Service Commission**
6. Commission on the Status of Women (has two non-voting youth seats)
7. Design Review Board
8. Glendale Water and Power Commission
9. Historic Preservation Commission
10.Parks, Recreation and Community Services Commission*
11.Planning Commission
12.Sustainability Commission (has two non-voting youth seats)
13.Transportation and Parking Commission*
* Boards and commissions that City Council has expressed interest in adding non- voting youth seats to.
** Youth Commissioners are not recommended for the Civil Service Commission.
Comparables
The presence of youth seats on boards and commissions was examined in other cities:
Youth SeatCity
Board or
Commission
Number of Youth
Seats
Voting Rights?
Pasadena None NA NA
Burbank Sustainability
Commission
2 No
Long Beach Commission on
Youth and Families
2 Yes
Santa Clarita None NA NA
Youth Commission
Glendale’s Municipal Code Chapter 2.80 allows for a dedicated Youth Commission:
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3 …to make recommendations to the city council in matters relating to youth in the community and to provide leadership for the coordination of youth activities within the community.
GMC Chapter 2.80.020 Youth Commission: Purpose - Duties and objectives This commission would be composed of two representatives from each accredited public or private junior and senior high school in Glendale. Each Youth Commissioner is entitled to one vote.
The presence of dedicated Youth Commissions was examined in other cities:
Youth CommissionCity
Youth Commission? Number of Youth Seats
Los Angeles Yes 30
Pasadena No NA
Burbank Yes 17
Long Beach Yes 11
Oakland Yes 17
Santa Clarita Yes 15
Criteria for Youth Seats
The following is a list of criteria Council can consider when determining which boards and commissions deserve a youth seat. Council can also come up with their own criteria:
1. Relevance
Consider a youth seat when decisions are made that have a focus or mandate that is directly relevant to youth, or issues that affect youth.
2. Youth representation
Consider a youth seat when decisions are made that require representation from diverse perspectives and needs of youth in the community, including those from different racial, ethnic, and socio-economic backgrounds.
3. Youth development
Consider a youth seat when boards or commissions provide opportunities for youth to learn, grow, and develop leadership skills through their participation on the commission.
4. Equity
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3 Consider a youth seat when decisions are made that impact disadvantaged or marginalized youth, and boards or commissions strive to create policies and initiatives that promote equity and address systemic inequalities.
Further justification of youth seats can be found in the Purpose – Duties and objectives section of GMC's Youth Commission Chapter 2.80:
A. The purposes of the youth commission are to make recommendations to the city council in matters relating to youth in the community and to provide leadership for the coordination of youth activities within the community.
B. The duties and objectives of the youth commission are:
1. To represent youth in community affairs;
2. To assist in helping young people understand and appreciate the workings of their local government;
3. To encourage local youth in their participation in civic affairs;
4. To assist in interpreting local ordinances which affect young people and to disseminate this information;
5. To provide a resource for evaluating city services from a young citizen’s point of view;
6. To establish rapport between students and student government in the schools and the commission. (Prior code § 3-146)
GMC Chapter 2.80.020 Youth Commission: Purpose - Duties and objectives.
STAKEHOLDERS/OUTREACH
Adding youth seats to boards and commissions in Glendale will allow younger residents to engage with local government and help direct policy relevant to the interests of their generation.
FISCAL IMPACT
There is no fiscal impact associated with this report.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
N/A
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3 CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES
Alternative 1: Provide direction regarding if any boards or commissions should be amended to include non-voting youth seats.
Alternative 2: Consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Prepared by:
Gregory Kajszo, Innovation Project Manager
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
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M O T I O N
Moved by Council Member _______________________, seconded by Council Member ____________________________, that the City Council has considered the Report dated January 31, 2023 relating to Youth Commissioners, and directs staff as follows:
Vote as follows:
Ayes:
Noes:
Absent:
Abstain:
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