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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: December 2, 2024
Report #:2409-3480
TITLE
FIRST READING: Adoption of an Ordinance to Move Commissioner Appointments from April to November for the Public Art Commission (PAMC Ch. 2.18), Human Relations Commission (Ch.
2.22), and Parks and Recreation Commission (Ch. 2.25); and Adoption of a Resolution Moving Storm Water Management Oversight Committee Appointments from March to November; and Extending Terms Accordingly for these Commissions; CEQA status - not a project.
RECOMMENDATION
Staff recommends Council adopt an ordinance to amend Palo Alto Municipal Code to move the appointment of members to the Public Art Commission, Human Relations Commission, and Parks and Recreation Commission from April to November of each year and extending existing terms accordingly; and adopt a resolution doing the same for the Storm Water Management Oversight Committee.
BACKGROUND
On June 1, 20211, Council adopted an ordinance that consolidated the Boards and Commissions recruitment to April of each year and established Boards, Commissions and Committees (BCC) term limits. The primary objective was to implement a streamlined and unified recruitment process aimed at fostering greater civic engagement within the community. By positioning this recruitment effort as a central opportunity for residents to actively participate in municipal activities, staff goals were to emphasize the City’s commitment to inclusivity and involvement in local governance. The terms of sitting BCC members were extended to coincide with the new recruitment schedule, ensuring a more efficient, single transition.
The consolidated recruitment and appointment have caused considerable time constraints on Council’s ability to interview candidates, which has occasionally delayed appointments. At the May 13, 2024 City Council meeting 2, Council directed staff to shift the Boards and Commissions 1 City Council, June 1, 2021: Agenda Item #18;
https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2021/id-12023.pdf
2 City Council, May 13, 2024 Action Minutes: Action Item #12:
https://portal.laserfiche.com/Portal/DocView.aspx?id=83921&repo=r-704298fc
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recruitment process to twice a year at a time to be determined by the City Clerk, evaluate Boards and Commissions Workplan schedule, and present back to the Council on Consent. Staff is recommending that the Council move the Public Art Commission, Human Relations Commission, Parks and Recreation Commission, and Storm Water Management Oversight Committee appointments to November of each year and extend the existing terms accordingly.
On November 30, 2020, the Council adopted the Boards, Commissions and Committees Handbook3, which implemented an annual review and approval of BCC workplans. Each BCC is required to prepare an annual workplan for Council’s review and approval. BCC workplans for FY 2025 were presented to Council batched by issue area.
ANALYSIS
Currently, the City Clerk’s Office advertises for vacancies once per year for one recruitment cycle, after which the Council considers the applications, interviews desired candidates, and appoints candidates to the open positions. During the last two recruitments, the Council has conducted interviews of qualified applicants through a series of scheduled City Council Regular and Special Meetings. Council received fifty-six (56) qualified candidates for the 2023 Boards and Commission Recruitment and, as of this date, thirty-six (36) qualified candidates for the 2024 Boards and Commission Recruitment.
The proposed ordinance amendment and resolution will divide Boards and Commissions recruitments and appointments into two separate fall and spring recruitment cycles by moving the three commissions staffed by the Community Services Department to a fall cycle – Parks and Recreation, Human Relations, and Public Art. The Storm Water Management Oversight Committee will also move to a fall recruitment. Commissioners appointed during the fall cycle will have terms beginning on November 1 (or as soon as appointed thereafter). The remaining commissions are unchanged, and Commissioners will be appointed during the spring cycle beginning on April 1 (or as soon as appointed thereafter). The proposed adjustments to recruitment timing are as follows:
3 City Boards, Commissions, and Committees Handbook
https://www.cityofpaloalto.org/files/assets/public/v/2/city-clerk/palo-alto-boards-commissions-and-committees- handbook_final_2022.pdf
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Spring Recruitment
(Term begins April 1)
These commissions are unchanged.
Workplans presented to Council for
approval in Fall
Fall Recruitment
(Term begins November 1)
These commissions are moved from Spring
Recruitment.
Workplans presented to Council for approval in
Spring
•Architectural Review Board
•Historic Resources Board
•Planning and Transportation
Commission
•Utilities Advisory Commission
•Human Relations Commission
•Public Art Commission
•Parks and Recreation Commission
•Storm Water Management Oversight
Committee
Terms for the BCCs moving to the fall cycle will be extended to match the adopted recruitment schedule, and will still be considered one term for the purpose of determining term limits. Those eligible to serve another consecutive term will be unaffected by this change.
Municipal Code sections relating to the affected BCCs’ terms of office will be amended to reflect that, effective January 1, 2025, terms expiring on March 31 each year will be extended to October 31 of the same year, with all subsequent terms beginning November 1. Similarly, the resolution establishing the Storm Water Management Oversight Committee will be amended to extend existing terms from March to the end of October of each year, and subsequent terms will also begin on November 1.
Should a mid-term vacancy occur, the Council may fill it during the next regularly scheduled recruitment or may hold a special recruitment, at its discretion.
Staff has identified timing for Board and Commission workplan joint presentations to Council in alignment to the proposed recruitment cycle/appointment date. This allows for new members to participate in developing workplans.
FISCAL/RESOURCE IMPACT
There are no fiscal impacts associated with this action.
STAKEHOLDER ENGAGEMENT
Staff in multiple departments including the City Manager’s Office, City Clerk’s Office, Planning & Development Services, Community Services, and Utilities Departments collaborated on the proposed recruitment changes.
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ENVIRONMENTAL REVIEW
This action is not a project under section 15378(b)(5) of the California Environmental Quality Act Guidelines (administrative activities that will not result in direct or indirect physical change in the environment).
ATTACHMENTS
Attachment A: Ordinance Amending Sections of Title 2 (Administrative Code) to Move the Terms of the Public Art Commission, Parks and Recreation Commission, and Human Relations Commission April to Begin in November of Each Year, and Extending Terms Accordingly.
Attachment B: Resolution Amending and Restating Resolution 9969 to Move the Term from March to Begin in November for Members of the Storm Water Management Oversight Committee and Extending Terms Accordingly.
APPROVED BY:
Mahealani Ah Yun, City Clerk