March 4, 2024
Martin McTaggart, Deputy City Clerk,
City Clerk’s Office
Boards and
Commissions Review
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
2 of 16
Overview
City of San Mateo's Advisory Bodies:
The City has a total of 8 Boards, Commissions, and Committees:
Five Commissions
Two Boards
One Committee
Additional advisory bodies (Civic Arts, Investment Advisory, Youth Activities Council)
Role of Advisory Bodies:
Increase public input and participation in City policies and programs Review and make recommendations to City Council on matters within their scope
Represent the general interests of the entire City and not specific program areas or special interest groups
Planning Commission has the authority to act on certain matters Attachment 1 provides a detailed description of each advisory body’s mission and direction
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
3 of 16
Background and Scope
When? Last formal City Council review of Boards and Commissions:
• October 15, 2012
Why? Staff determined an updated review of commission’s roles, responsibilities and configuration:
• Intent - ensure resources are being deployed towards the most effectively gaining community engagement and input when addressing the diverse needs of our city
How?
• Study’s focus is on Council appointed bodies
• Not contained within the scope of this study - advisory bodies established by Charter or Electorate (Planning Commission, Library Board, and Personnel Board) – further Council direction needed if this is desired • Internal review of activities, meeting frequency and action items, staff liaison analysis, commission experience survey
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
4 of 16
Background and Scope
Staff is seeking general feedback on this review of the City’s commissions, and specific direction on the following:
1. Does the Council wish to adjust the frequency of commission reviews? A. If so, how frequently should the reviews occur?
2. Does the Council wish to adjust the mission, scope, or responsibilities of any commissions?
3. Does the Council wish to increase the number of youth advisory members?
A. If so, which advisory bodies should be included?
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
5 of 16
Board, Commission, Committee Meeting
Cancellation Frequency
Board/Commission/Committee
Regular
Meeting
Frequency
% of
Meetings
Cancelled
(2023)
% of
Meetings
Cancelled
(2022)
% of
Meeting
Cancelled
(2021)
# of Special
Meetings
(2023-2021)
Community Relations Monthly 83% 83% 75% 4
Library
Monthly
(Except
December)
18% 18% 27% 0
Park and Recreation Monthly 42% 42% 33% 3
Personnel Monthly 75% 92% 83% 2
Planning Bi-monthly 50% 42% 42% 12
Senior Citizens
Every
other
month
0% 33% 14% 1
Sustainability & Infrastructure Monthly 8% 16% 8% 0
Measure S Oversight Four Times
per Year 50% 75% 25% 4
Note: cancellations can occur for a variety of reasons, sometimes to accommodate schedule conflicts, not impacting the actual number of meetings.
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
6 of 16
Board, Commission, Committee Action Items
Note: Action Items here are defined as not including minutes, informational briefings and reorganization
Board/Commission/Committee 2023 2022 2021
Community Relations 4 5 2
Library 8 10 10
Park and Recreation 5 8 9
Personnel 3 0 0
Planning 18 22 19
Senior Citizens 3 1 6
Sustainability and Infrastructure
12 7 7
Measure S Oversight 1 2 2
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
7 of 16
• Planning Commission
• Sustainability and Infrastructure Commission
• Park and Recreation Commission
• Library Board
Results: Meet frequently to consider items consistent
with each commission’s intended purpose and
function.
Review Analysis
• Personnel Board
• Measure S Oversight Committee
Results: Purpose and meeting frequency distinctly
unique. Staff considers sufficient for purpose
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
8 of 16
Review Analysis
• Community Relations Commission
• Senior Citizens Commission
Results: High number of cancellations and/or lower
number of action items considered.
Community Relations Commission:
• Established 1968
• Focus on social issues, provides recommendations on federal grant programs
• 83% cancellation rate in 2023 | 4 action items in 2023 • Opportunity: extend scope to support Housing Element program implementation (providing community forum on Affirmatively Furthering Fair Housing
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
9 of 16
Review Analysis
Senior Citizens Commission
• Established 1986
• Primary focus: Reviewing and recommending to the Council on creation of a Senior Center (opened in 1990)
• As Senior Center and programs have matured, the number of issues requiring policy recommendations to the City Council has declined • Meeting frequency and locations have been adjusted to address low attendance
Options/Opportunities?
1. Amend the Municipal Code to include additional scope within the mission and duties of the Senior Citizens Commission
2. Replace Senior Citizens Commission with an ad hoc committee to review and make recommendations on policy and strategic planning
3. Designate Senior Advisory Members on Commissions (Youth Commissioners)
4. Some combination of above
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
10 of 16
Youth Commissioners
Park and Recreation Commission
• Ordinance Adopted 2023
• 2 Youth Advisory Members Appointed to Park and Recreation Commission
• 13-17 Years of Age | 1 year appointment (optional additional 1 year term) Direction Requested
1. Should Additional Youth Commissioner advisory positions be created? A. If yes, which commissions should be included?
2. Should the requirements for serving as Youth Commissioner be consistent across the commissions?
A. If not, which requirements should be changed? (age range, term, both?) Staff Recommendation:
• If Council desires additional youth commissioners, staff does not recommend Personnel Board, Planning, or Measure S Oversight Committee due to infrequent meetings or technical experience needed.
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience
Survey Results
11 of 16
Experience Survey
Goal: Facilitate the Council’s review of our advisory bodies and to obtain a better understanding of the current service being provided to our commissioners
Method: staff conducted a Board, Commission, and Committee experience study. Over a three-week period, staff surveyed all commissioners included within the scope of this staff report (42 commissioners), resulting in 22 responses.
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience
Survey Results
12 of 16
Experience Survey
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience
Survey Results
13 of 16
Experience Survey
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience
Survey Results
14 of 16
Experience Survey
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience
Survey Results
15 of 16
Experience Survey
OVERVIEW
Background and
Scope
Community
Relations and
Senior Citizens
Commission
Youth
Commissioners
Next Steps
Experience Survey
Results
16 of 16
Next Steps/Council Feedback
1. Does the Council wish to adjust the frequency of commission reviews?
A. If so, how frequently should the reviews occur?
2. Does the Council wish to adjust the mission, scope, or responsibilities of any commissions?
3. Does the Council wish to increase the number of youth advisory members?
A. If so, which advisory bodies should be included?
Next Steps: Depending on the feedback received, staff will work towards preparing any necessary revisions to the applicable ordinances to carry out the direction provided.
Any ordinance changes or formal action to create a new Commission or Committee would be brought forward for consideration and adoption at a regular meeting.