CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
4/10/2023
1 SUBJECT:
Appointment of Ad Hoc Subcommittee related to Commission/Committee Charter Review Process and Timeline for Review of Commission/Committee Charters RECOMMENDED ACTION:
1. Consider appointing a two-councilmember limited-term ad hoc subcommittee to develop survey questions for Commissions/Committees as part of their charter review process; and
2. Confirm the timeline for review of Commission/Committee charters, including whether or when to consider formation of any new Commissions/Committees.
STAFF CONTACT:
Kevin Woodhouse, City Manager
(650)738-7409
[email protected]
BACKGROUND/DISCUSSION:
At the March 27, 2023, City Council meeting the Council discussed and approved a process for reviewing charters for Council-appointed Commissions and Committees (C/Cs). As part of that discussion, the Council requested an item be brought back to them at the April 10, 2023, meeting to consider appointing a two-councilmember limited-term ad hoc subcommittee to work with staff to develop survey questions for C/Cs as part of their charter review process. Also on April 10, 2023, the Council will consider the timeline for review of the charters, as well as potentially discuss whether or when to consider formation of any new C/Cs.
Council-approved Process and Purpose of Survey Questions The Council has approved the following process for review of C/C charters:
1. Development of survey questions for each C/C by Ad Hoc Committee;
2. Staff to agendize survey questions at a C/C meeting for discussion and direction from the C/C. Some questions will require majority member input; other questions will be for more individual feedback, which can be shared publicly at the joint study session with Council (see step 3);
3. Staff to prepare report for a joint study session between City Council and the C/C summarizing the C/C’s majority input for discussion and direction from the City Council.
C/C members may share individual feedback with City Council at the joint study session;
4. City Council direction from joint study session to be incorporated into charter amendments (and any other related municipal code/ordinance amendments) and brought back to City Council for adoption.
The recommended purpose of the limited-term ad hoc committee is to work with the City Manager and designated staff to complete step 1 above, development of survey questions for each C/C. Some questions may be uniform for all the C/Cs, and some may be specialized to Pacifica City Council 2
April 10, 2023
individual C/Cs. Some questions may ask for individual C/C member feedback, and others may seek majority advisory body input. The limited-term duration of the ad hoc committee is recommended to extend until December, 2023, or until survey questions have been completed for each C/C depending on the Council’s direction regarding timeline for charter review.
Timeline for Charter Review
At the March 27, 2023, City Council meeting, the Council preliminarily agreed with the City Manager’s recommendation that this charter review process should be phased because this process will be time consuming. The City Manager recommends the following preliminary schedule for review:
• By end of June, 2023: OSPAC and LAC charters review. OSPAC has already made a recommendation for Council’s consideration. The current Libraries-related Council priority workplan has the LAC reconvening in spring to refocus on new libraries project outreach concurrent with installation of the new library self-service vending machine at the Sanchez Library;
• By end of September, 2023: BAC, EDC, and EPSC charters review; • By end of December, 2023: PBR and PC charters review.
The Council deferred discussion of the review timeline to the April 10, 2023, meeting. In addition, related to timeline, the Council may wish to discuss whether or when to consider the formation of new advisory C/Cs. For example, if the Council desires a C/C related to environmental sustainability, when should staff undertake the research and preparation of a report that analyzes the purpose, viability, and staffing impacts for future Council consideration of whether to establish such a C/C. Similarly for the formation of a youth advisory C/C.
ALTERNATIVE ACTION:
The Council could decide not to appoint two councilmembers to a limited-term ad hoc subcommittee.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
The work of Committees and Commissions helps fulfill all City Council goals, therefore reviewing and updating their charters is related to all City Council goals and is a Council Priority on the FY2022-23 workplan.
FISCAL IMPACT:
There is no fiscal impact related to the recommended action. Subsequent work to research and prepare recommendations for Council consideration in the future for each Committee and Commission’s charter review will require a moderately significant amount of staff and City Attorney’s office resources.
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST: