City of Sacramento
Personnel and Public Employees Committee Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00296 3/21/2023 Discussion Item 3.
Discuss City of Sacramento Board, Commission, and Committee Annual Report Process File ID: 2023-00296
Location: Citywide.
Recommendation: Receive and provide direction.
Contact: Mindy Cuppy, City Clerk, (916) 808-5442, [email protected], Office of the City Clerk
Presenter: Mindy Cuppy, City Clerk, (916) 808-5442, [email protected], Office of the City Clerk
Attachments:
1-Description/Analysis
2-Council Rules of Procedure
3-2022 Advisory Body Year in Review Template
4-2023 Advisory Body Workplan Template
5-Advisory Body Recommendation Template
6-Advisory Body Subcommittee Recommendation Template
Additional Description/Analysis
Issue Detail: To assist the city council and city council appointed board, commission and committee members achieve the high professional levels of service our community expects the Personnel and Public Employees (P&PE) Committee has assumed the role and responsibility of developing the model for oversight, facilitation, and staffing responsibilities for city advisory bodies. The word “advisory bodies” in this report will be used to denote all city boards, commissions, and committees.
The word “commissioner” in this report is used to denote all members appointed by the city council to serve within the advisory body.
Commissioners are appointed from within the community and are expected to represent the city as a whole while promoting community and stakeholder input and taking into account all viewpoints.
File ID: 2023-00296 3/21/2023 Discussion Item 3.
Commissioners are nominated for appointment by councilmembers, the mayor, or by P&PE, confirmed by the mayor and are appointed by the full city council. Serving as a commissioner provides a way for residents who have special experience or interests to participate in the city's decision-making process by advising city staff and the city council on numerous issues.
The specific role of most advisory bodies is to review and make recommendations to the city council on matters within its scope of authority and responsibility. This is achieved at publicly noticed meetings, serving as a venue for robust community input and participation, in developing suggestions regarding city policy within the purview of that advisory body.
So that advisory bodies may effectively incorporate their important role, voice, and work to provide thoughtful community recommendations to the city council on a consistent basis the P&PE Committee will facilitate the process for advisory bodies to communicate their accomplishments, projects, priorities, and recommendations with the city council.
Council Rules of Procedure, Chapter 17 (C) outline the process for advisory body recommendations and reports to the city council:
Annual Report Preparation:
· Each advisory body shall provide an annual report for review by the P&PE Committee. · The annual report shall be provided in a format established by the city clerk and should include highlights and accomplishments from the prior year’s work; proposed projects, priorities, and recommendations for the upcoming year; and any other information required of the advisory body according to the Sacramento City Code. · The city clerk shall manage an advisory body annual report calendar so that city staff can gather input to prepare a proposed report to the advisory body in a timely manner. · Each advisory body must approve its annual report before presentation to the P&PE Committee. When presenting proposed reports to advisory bodies, staff should include information on the feasibility of any recommendations therein.
Review by P&PE Committee:
· Annual reports approved by advisory bodies shall be placed on a P&PE Committee meeting agenda.
· The city clerk shall act as a liaison and collaborate with city staff to collect any additional information that may be helpful to the committee’s evaluation of advisory body annual reports. · The P&PE Committee shall review advisory body annual reports and give staff direction on those reports’ stated projects, priorities, and recommendations. Before forwarding the report to the city council, the committee may request supplemental information from staff or the advisory body.
File ID: 2023-00296 3/21/2023 Discussion Item 3.
Other Advisory Body Recommendations:
· Other recommendations. If an advisory body has recommendations outside the annual review process, the city clerk shall coordinate with the advisory body to have those recommendations brought before the P&PE Committee, which may consider and act on those recommendations in the same way it does advisory body annual reports.
Depending on the scope, powers, and duties of the advisory body, staff anticipates that each advisory bodies annual report could include the following components:
· Advisory Body Year in Review
· Advisory Body Workplan
· Advisory Body Recommendation
· Advisory Body Subcommittee Recommendation
The City Clerk will work collaboratively with staff to city established boards, commissions, and committees to determine which report(s) are appropriate and to schedule their presentation to P&PE.
Templates that the commissions may use for their annual report have been provided, however another format may be used as long as it contains sufficient information for P&PE Committee deliberation.
P&PE will review each report and provide direction to the advisory body and could 1) direct staff to forward the report to the City Council for approval; 2) direct staff to update the report based on Personnel and Public Employee Committee recommendations and forward to the City Council for approval; or 3) ask the advisory body to update the report based on P&PE recommendations and come back to the Personnel and Public Employee Committee for additional review.
Policy Considerations: Council Rules of Procedure Chapter 17 (C) - City Advisory Bodies outlines the Advisory Body Reports process.
Economic Impacts: Not applicable.
Environmental Considerations:
California Environmental Quality Act (CEQA): This action is not a project that is subject to CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines §15378(b)(5).) Sustainability: Not applicable.
Commission/Committee Action: On November 9, 2021 the P&PE Committee reviewed the proposed model for city commission oversight, facilitation, and staffing and the proposed policy updates to Sacramento City Code Chapter 2.40, Boards and Commissions and provided recommendations to the City Clerk. On February 15, 2022 the P&PE Committee passed a motion approving the proposed process for city advisory body annual reporting and forwarding it to the city
File ID: 2023-00296 3/21/2023 Discussion Item 3.
council for approval. The process was incorporated in the Council Rules of Procedure which were approved by the City Council on November 29, 2022. The Council Rules of Procedure were further updated on March 7, 2023 but did not include amendments to Chapter 17 - City Advisory Bodies.
Rationale for Recommendation: So that advisory bodies may effectively incorporate their important role, voice, and work to provide thoughtful community recommendations to the city council on a consistent basis the P&PE Committee shall facilitate the process for advisory bodies to communicate their accomplishments, projects, priorities, and recommendations with the city council.
Financial Considerations: Not applicable.
Local Business Enterprise (LBE): Not applicable.
Councilmember proposes idea for council action.
Includes ordinances, programs, research, initiatives, etc.
Proposal submitted to City
Clerk to log in for committee
assignment.
Reviewed for Committee assignment by Mayor,
in consultation with City Manager, City Attorney, and City Clerk.
All matters will receive Committee assignment based on Council Committee jurisdiction established in Council Rules of Procedure, unless exception applies.
Sent to Committee for review, action, and
recommendation; placed on Committee
calendar.
Staff work commences.
Proposal does not receive
sufficient committee support to work
on proposal (0/4, 1/2, 1/3, 2/2).
Proposal receives threshold
committee support to work on
proposal (4/0, 3/1, 2/1).
Proposal advances to
upcoming Council agenda
with committee
recommendation.
If 2/2 Vote,
councilmember who
initiated the proposal
may request a council
non-debatable motion
to reconsider within 30
days (can only be
considered once).Proposal receives
sufficient committee
support to advance to
the Council.
(4/0, 3/1, 2/1).
COUNCILMEMBER PROPOSAL REQUEST FLOWCHART
Receives clear majority
to resubmit to
committee.
Proposal does not
receive clear majority
to continue work.
Proposal concludes.
Cannot be reconsidered
sooner than 12 months.
Proposal concludes.
Cannot be
reconsidered sooner
than 12 months.
Proposal does not
receive sufficient
committee support to
advance to the Council.
(0/4, 1/3, 1/2, 2/2).
Proposal concludes.
Cannot be reconsidered
sooner than 12 months.
Proposal must include brief summary and
background, identify the applicable
strategic plan/priority, and include any
additional required information.
Exceptions:
• urgent matter that requires quick
council action;
• a matter related to a pending council
matter;
• a matter that on its face falls fully
outside the jurisdiction of the City;
• a matter within the City Manager’s
executive function that does not need
council authorization; or
• a matter that should receive a city-
established board, commission, or
committee input before going to a
council standing committee.
Advisory Body
Board, Commission, Committee 2022 Year in Review Page 1 of 1
Advisory Body
Board, Commission, Committee 2022 Year in Review
Advisory Body:
Purpose of the Advisory
Body:
Establishing Code:
Staff Liaison:
Members:
Seat Name Term Expires
Highlights and Accomplishments:
Advisory Body
Board, Commission, Committee 2023 Proposed Workplan Page 1 of 1
Advisory Body
Board, Commission, Committee 2023 Proposed Workplan
Advisory Body:
Purpose of the Advisory
Body:
Establishing Code: List code and include (link)
Report Date:
Staff Liaison:
Members:
Seat Name Term Expires
Proposed Workplan for 2023:
Advisory Body
Board, Commission, Committee Recommendation Page 1 of 1
Advisory Body Recommendation
Recommendation: Name of Recommendation
Advisory Body:
Purpose of the Advisory
Body:
Establishing Code:
Staff Liaison:
Members:
Seat Name Term Expires
Recommendation: Pass a Motion reviewing and providing direction on the advisory body recommendation and either 1) directing staff to forward the recommendation to the Law and Legislation Committee/Budget and Audit Committee/City Council for deliberation; 2) directing staff to come back to the Personnel and Public Employee Committee with more information regarding the proposed recommendation; 3) directing the advisory body to conduct further review and come back to the Personnel and Public Employee Committee with additional analysis; or 3) dismissing the recommendation.
Advisory Body Action: On ___ the Advisory Body passed a Motion forwarding this recommendation to the Personnel and Public Employees Committee for review and deliberation.
Overview of Recommendation:
Background:
Summary:
Staff Initial Analysis:
Attachments:
Advisory Body
Board, Commission, Committee Subcommittee Recommendation Page 1 of 2
Advisory Body
Subcommittee Recommendation:
Name of Subcommittee
Advisory Body:
Purpose of the Advisory
Body:
Establishing Code:
Staff Liaison:
Advisory Body Members
Seat Name Term Expires
Sacramento City Code Section 2.40.160, Ad hoc committees and subcommittees, states the following:
A city board or commission may establish a subcommittee upon approval by the city council. Before consideration by the city council, the city board or commission must make its request to establish a subcommittee to the Personnel and Public Employees Committee.
A subcommittee of a city board or commission shall comply with the following:
Subcommittee appointments shall be made by the chairperson of the city board or commission.
A subcommittee is a city legislative body subject to the Ralph M. Brown Act (California Government Code § 54950 et seq.) and the Sacramento Sunshine Ordinance (Sacramento City Code chapter 4.04).
A city board or commission member who is not a member of the subcommittee may attend a subcommittee meeting, provided the member attends only as an observer, does not testify or otherwise participate in any discussion, and sits amongst the public.
The city clerk shall assign staff to assist subcommittees with their operations.
Advisory Body
Board, Commission, Committee Subcommittee Recommendation Page 2 of 2
Recommended Subcommittee Name:
Recommended Objective(s):
Outcomes/Deliverables:
Proposed Membership:
Proposed Duration:
Justification for participation of less than a majority of the advisory body:
Recommended Meeting Schedule:
Financial Considerations:
Summary: