Council 2023 Intergovernmental Assignments Memorandum — Sunnyvale City Council, December 6, 2022

Memorandum
Date: 12/1/2022
To: Mayor and Councilmembers
From: Office of the City Manager
Subject: Council 2023 Intergovernmental Assignments ‐ Preparation for December 6 Study Session
In preparation for the December 6, 2022 Study Session, please see the attached list of current IGR assignments for Council to review and discuss in preparation for the annual IGR appointments scheduled for January 3, 2023 (Attachment 1).

T
o facilitate your discussion, Councilmembers who have expressed their interest in retaining current appointments remain listed under their current assignments. If there is no interest in re‐ appointment (release) or left vacant by an outgoing Councilmember, the field is listed as available. If there is an interest in making an assignment available to other Councilmembers but will retain if there is no interest, the field is listed as offer.

C
ouncilmembers are encouraged to seek appointment to those assignments which match their interests.

T
he list contains the following appointments:

1. Appointments Made by Council: Assignments that are at the discretion of Council.

2. Appointments Made by Mayor: Assignments appointed by the Mayor.

3. Appointments Made by Outside Agencies: Assignments that are proposed to be ratified by Council during the January 3, 2023 Council Meeting. Assignments included in this section are those where the Councilmember has, in accordance with City Policy, advised staff in advance and followed the appointment process set forth by the agency. All Outside Agency appointments must be ratified by Council before the respective appointee(s) are officially approved to serve on those assignments.

Th
e IGR Assignments Review Forms for each Councilmember have been included in this packet for reference as Attachment 2, as well as Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies, included as Attachment 3.

P
lease note that this is not an exhaustive list of intergovernmental assignments available. Council is encouraged to seek and apply for IGR roles that match their interests and where representation would be of benefit to the City in advancing its goals and policies.

TTACHMENTS

1. 2023 Appointments for Consideration by Council

2. Council IGR Assignment Review Forms

3. Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies

Committee 2022 Community Member Appointee Term Expires
VTA- Bicycle and Pedestrian Advisory
Committee Alex Bonne 6/30/2024
Dates Councilmember
Board/
Commission
Meeting Dates
(Monthly) Time
Klein Housing and Human Services
Commission 4th Wednesday 7:00pm
Melton Parks and Recreation
Commission 2nd Wednesday 7:00pm
Cisneros Sustainability Commission 3rd Monday 7:00pm
Din Art Commission 3rd Wednesday 7:00pm
Council-Elect Bicycle and Pedestrian
Advisory Commission 3rd Thursday 6:30pm
Council-Elect Board of Library Trustees 1st Monday 7:00pm Council-Elect Heritage Preservation
Commission 1st Wednesday 7:00pm
Dates Councilmember
Board/
Commission
Meeting Dates
(Monthly) Time
Klein Parks and Recreation
Commission 2nd Wednesday 7:00pm
Melton Sustainability Commission 3rd Monday 7:00pm
Cisneros Art Commission 3rd Wednesday 7:00pm
Din Bicycle and Pedestrian
Advisory Commission 3rd Thursday 6:30pm
Council-Elect Board of Library Trustees 1st Monday 7:00pm Council-Elect Heritage Preservation
Commission 1st Wednesday 7:00pm
Council-Elect Housing and Human Services
Commission 4th Wednesday 7:00pm
b. Board and Commission Liaison Assignments: Assignments are on a set biannual rotation; Council can either reaffirm current rotation or change. Below is the proposed rotation schedule for 2023. 2023 Appointments for Consideration by Council - Study Session Tuesday, December 6, 2022
a. Community Member Appointments: Council may appoint a non-Councilmember to represent the City’s interest on an intergovernmental body.

The VTA BPAC sets terms of membership for each Committee member of two fiscal years, commencing on July 1 of even-numbered years and ending on the second successive June 30. Members may be appointed to successive terms.

1. Appointments Made by Council: Assignments that are at the discretion of the Council and are proposed to be ratified during the January 3, 2023 Council Meeting.

Every year the City Council reviews three types of appointments:
• Appointments made by Council
• Appointments made by the Mayor, and
• Appointments made by Outside Agencies.

The list below contains assignments which Council held in 2022 and will be active in 2023. Staff has listed the name of each Councilmember that wishes to retain their appointment.
• Appointments released by the current Council appointee or left vacant by an outgoing Councilmember, are listed as AVAILABLE. • Appointments offered by the current Council appointee but will retain if no interest, are listed as OFFER.

Please note that this list is specifically only for 2022 assignments and 2023 appointments that have been already been ratified by Council (noted in red parentheses). Information resulting from the Study Session will be compiled into a new list with the 2023 appointments, which will be presented to Council on January 3, 2023.

Jan - Jun 2023
Jul - Dec 2023
IGR‐Council‐Assignments‐2023 1 of 4 11/28/2022
Memo Attachment 1
Subcommittees Date Formed Current Appointees
Requesting Re-appointment
3/23/2010 1. Klein

2. Melton

3. Din
9/14/2010 1. Klein-OFFER

2. Cisneros

3. Din
Agency Meeting Body Current Appointee
Requesting Re-appointment
Current Term
Expires
General Assembly Cisneros Dec-22
General Assembly, Alternate Din Dec-22
Bay Area Water Supply and
Conservation Agency (BAWSCA) Board of Directors Larsson Jun-23 Policy Advisory Board Cisneros Dec-22
Policy Advisory Board, Alternate Melton Dec-22
North Valley (NOVA) Job Training
Consortium Workforce Board Nomination Committee AVAILABLE Dec-22 Moffett Field Restoration Advisory Board (RAB) Din-OFFER Dec-22 San Francisco Bay Area Regional
Water System Financing Authority
(RFA)
Board of Directors Larsson Jun-23
South Bay Salt Ponds Restoration Stakeholder Forum Melton Dec-22 Board of Directors Klein Dec-22
Board of Directors, Alternate AVAILABLE Dec-22
Valley Transportation Authority
(VTA) Board of Directors AVAILABLE Dec-22
State Route (SR) 85 Corridor Policy
Advisory Board (PAB) Klein - OFFER Dec-22
State Route (SR) 85 Corridor Policy
Advisory Board (PAB), Alternate AVAILABLE Dec-22
Policy Advisory Committee (PAC) Din - OFFER Dec-22
Policy Advisory Committee (PAC),
Alternate Cisneros Dec-22
Water Emergency Transportation
Authority
Water Emergency Transportation
Authority, Community Advisory
Committee
Melton Dec-22
Water Commission Din Dec-22
Water Commission, Alternate AVAILABLE Dec-22
Association of Bay Area
Governments (ABAG)
Santa Clara County
Expressway 2040
Silicon Valley Clean Energy
Authority (SVCEA)
c. Council Subcommittees- Standing Committees
: Currently there are two standing Council subcommittees set to continue into 2023 unless otherwise directed by Council. Standing committees exist with a set membership unless and until modified by the Council.

Community Event and Neighborhood
Grant Distribution Subcommittee
d. External IGR Appointments: Appointments made to local intergovernmental agencies. The appointments below are those where the agency's bylaws require a City Representative and appointment is made by Council action. Councilmembers may express their interest for any assignment; however, they should note that agencies strongly encourage cities appoint the same representative annually for continuity.

Subcommittee of Board &
Commission Bylaws
Valley Water
IGR‐Council‐Assignments‐2023 2 of 4 11/28/2022
Memo Attachment 1
Agency Meeting Body
Local Policy Maker Group Cisneros Dec-22
Local Policy Maker Group, Alternate AVAILABLE Dec-22
Board of Directors Klein Dec-22
Board of Directors, Alternate Din Dec-22
City Selection Committee Klein Dec-22
City Selection Committee, Alternate AVAILABLE Dec-22
Legislative Action Committee (LAC) AVAILABLE Dec-22
Legislative Action Committee (LAC),
Alternate Cisneros Dec-22
Valley Water/City of Sunnyvale Joint
Recycled Water Committee Melton Dec-22
Valley Water/City of Sunnyvale Joint
Recycled Water Committee AVAILABLE Dec-22
Committee 2022 Community Member Appointee Term Expires
Sourcewise Advisory Council Sandra DeLateur 6/30/2024
Ad-Hoc Advisory Committee Date Formed Councilmember
5/3/2022 1. Cisneros

2. Klein

3. Larsson
Ad-Hoc Advisory Committee Date Formed Councilmember
11/1/2022 1. Klein

2. Larsson

3. Melton
e. Mayor’s Task Force: There are currently no Mayor Task Forces.

Current Appointee
Requesting Re-appointment
Current Term
Expires
Valley Water

2. Appointments Made by Mayor : Assignments that are to be appointed by Mayor. The Mayor will make his appointments following the January 3, 2023 meeting. d. Community Member Advisory Task Forces: There are currently no Community Member Advisory Task Forces.

Cities Association of Santa Clara
County
b. Community Member Appointments: The appointment to Sourcewise, formerly the Advisory Council to the Council on Aging, is a Mayoral appointment per Council Policy. This appointment was included in the list of appointments presented to the Mayor after the January 4, 2022 meeting. The appointee is serving a three-year term that began retroactively on July 1, 2021 and ends in June 2024.
c. Council Subcommittees- Ad-Hoc Advisory Committees: The Mayor may create ad hoc committees of the Council to assist in particular matters as they arise. Members of the committee shall be appointed by the Mayor.

Caltrain Modernization Project
a. External IGR Appointments: The Mayor may appoint Councilmembers to various local intergovernmental agencies.

City Manager Compensation
City Attorney Compensation
IGR‐Council‐Assignments‐2023 3 of 4 11/28/2022
Memo Attachment 1
Agency Meeting Body Current Appointees
Requesting Re-appointment
Current Term
Expires
Airport Land-Use Commission (ALUC)
AVAILABLE (per City Selection
Committee, appointees must
be elected officials)
May-24
Airport Land-Use Commission (ALUC),
Alternate Melton May-24
Santa Clara County Emergency
Operational Area Council (OAC), Central
County Cities Seat
Klein Jun-23
Measure A (2016 Housing Bond)
Independent Citizen’s Oversight
Committee
AVAILABLE (Hendricks is
interested in retaining; per City
Selection Committee,
appointees must be elected
officials)
Feb-25
Redevelopment Dissolution Countywide
Oversight Board Klein Dec-22
Santa Clara County Recycling and Waste
Reduction Commission, SMaRT Station
Seat
Klein Dec-25
Unhoused Task Force Klein Sep-22
CAL-ID RAN Policy Board Klein End of Mayor Term
Local Agency Formation Committee
(LAFCO), Alternate Cities Member Melton May-24
Silicon Valley Regional Interoperability
Authority (SVRIA) Melton Dec-25
League of California Cities (LCC) Peninsula Division Representative - Revenue & Taxation Policy Committee Melton Nov-22
Silicon Valley Leadership Group
(SVLG) Silicon Valley Recovery
Roundtable
Mayor's Circle Klein End of Mayor Term
Association of Bay Area
Governments
San Francisco Bay Conservation and
Development Commission, Alternate Klein Dec-22
Santa Clara County

3. Appointments Made by Outside Agencies : Assignments included in this section are those where the Councilmember has, in accordance with City Policy, advised staff in advance. All Outside Agency appointments must be ratified by Council before the respective appointee(s) are officially approved to serve on those assignments. Councilmembers must follow the application process of the appointing agency. These appointments typically have a term length, however Council must ratify each re-appointment annually.

The Cities Association of Santa Clara County (CASCC) oversees the appointment process for several of these appointments and announces vacancies as they occur. CASCC or City staff forwards all announcements for appointments that Council are eligible to apply for. Cities are not guaranteed seats from the City Selection.

IGR‐Council‐Assignments‐2023 4 of 4 11/28/2022
Memo Attachment 1
2023 COUNCIL IGR ASSIGNMENTS REVIEW FORM
Committee Term Exp Appointments
Made By: Retain* Release** Offer***
Appointments Made by Outside Agencies: An indication on this form to retain an existing appointment will not initiate the application process. Councilmembers wishing to retain appointments made by outside agencies should inquire with the appointing agency regarding its application process and timelines.

Outside agency appt. [OA]; Ratification Pending [RP]; CASCC appt. [CASCC]; Mayoral appt. [M] * - Interested in continuing an existing assignment (retain) ** - Interested in withdrawing or no longer serving on an existing assignment (release) ***- Interested in making assignment available to other interested councilmembers but happy to retain if no one else has an interest in the assignment (offer)
CAL-ID RAN Policy Board [OA, CASCC] End of Mayor
term Outside Agencies
Cities Association of Santa Clara County - Board of Directors [M] Dec-2022 Mayoral Cities Association of Santa Clara County - City Selection Committee [M] Dec-2022 Mayoral
Santa Clara County - Redevelopment Dissolution Countywide Oversight Board [OA, CASCC] Dec-2022 Outside Agencies
Santa Clara County - Emergency Operational Area Council [OA, CASCC] Jun-2023 Outside Agencies
Santa Clara County - Recycling and Waste Reduction
Commission [OA, CASCC] Dec-2025 Outside Agencies
Santa Clara County - Unhoused Task Force [OA] Sep-2022 Outside Agencies San Francisco Bay Conservation and Development Commission, Alternate [OA] Dec-2022 Outside Agencies
Silicon Valley Clean Energy Authority (SVCEA) - Board of Directors Dec-2022 Council
Silicon Valley Leadership Group (SVLG) - Silicon Valley Recovery Roundtable Mayor's Circle [OA]
End of Mayor
term Outside Agencies
Valley Transportation Authority - State Route 85 Corridor Policy Advisory Board, Primary Dec-2022 Council
Community Event and Neighborhood Grant Distributions
Committee Dec-2022 Council
Subcommittee of Board & Commission Bylaws Dec-2022 Council SEAT 4 - LARRY KLEIN
Other Requested Appointments: ________________________________ _______________________________________________
_______________________________________________
Councilmember Signature: ____________________ Date: _________ Memo Attachment 2
2023 COUNCIL IGR ASSIGNMENTS REVIEW FORM
Committee Term Exp Appointments
Made By: Retain* Release** Offer***
Bay Area Water Supply and Conservation Agency - Board of Directors Jun-2023 Council
Cities Association of Santa Clara County - City Selection Committee, Alternate [M] Dec-2022 Mayoral
Cities Association of Santa Clara County - Legislative Action Committee [M] Dec-2022 Mayoral
North Valley Job Training Consortium Workforce Board -
Nomination Committee Dec-2022 Council
San Francisco Bay Area Regional Water System Financing
Authority - Board of Directors Jun-2023 Council
Silicon Valley Clean Energy Authority - Board of Directors, Alternate Dec-2022 Council
Valley Water - Valley Water/City of Sunnyvale Joint Recycled Water Committee [M] Dec-2022 Mayoral
Valley Water - Water Commission, Alternate Dec-2022 Council Appointments Made by Outside Agencies: An indication on this form to retain an existing appointment will not initiate the application process. Councilmembers wishing to retain appointments made by outside agencies should inquire with the appointing agency regarding its application process and timelines.

COUNCIL POLICY MANUAL

7.4.12 – Page - 1

Policy 7.4.12 Council Appointments to Intergovernmental Agencies

POLICY PURPOSE:

It is the purpose of this policy to establish guidelines and standards regarding City resources and support for Councilmembers. This policy is supplementary to and in no way intended to conflict with the City Charter. For further information on this subject, see:
• City Charter, Section 807
• Code of Ethics and Conduct for Elected Officials (available on the City’s internal Web site or in the Office of the City Clerk)

Additionally, this policy provide s clarity around the appointment of Council members and non- Councilmembers to intergovernmental (IGR) assignments, including appointment criteria, appointment process, and term length. The policy also addresses Council subcommittees and task forces.

POLICY STATEMENT:

I. City Councilmember Appointments to Intergovernm ental Agencies

• The City Council appoints members to a variety of intergovernmental agencies in order to represent the City’s interests and to influence policies and regulations of other agencies.

In general, appointments are governed by the following principles:

A. For those IGR assignments where the City’s representative serves at the discretion of the Council, the City Council will nominate members to fill vacancies on IGR bodies as part of a noticed agenda item at a regular meeting.

B. For appointments made by outside bodies (for example, the Cities Association or the League of California Cities), the City Council must ratify the appointment of a Councilmember as part of a noticed agenda item at a regular meeting . No further Council ratification is needed for subcommittee appointments if the appointing committee assignment has already been ratified by Council.

C. The term of office for the Sunnyvale representative shall be in accordance with the by-laws of the intergovernmental agency to which they were appointed. For agencies with no defined terms, the appointments shall be made annually in January. Notwithstanding, in all cases, Councilmember assignments and appointments shall terminate automatically when a Councilmember leaves office, effective upon the Councilmember’s last day of service.

D. In the event a vacancy occurs during a term, the Council will select a member to serve the remainder of that term as part of a noticed agenda at a regular meeting.

Memo Attachment 3

COUNCIL POLICY MANUAL

7.4.12 – Page - 2

Councilmembers shall notify the IGR Mana ger of any changes to IGR assignments.

E. Council shall appoint a member to serve as an alternate to IGR bodies at the request of the agency or when the nature of the assignment requires a representative always be present.

F. Staff support is provided to Council members serving on IGR bodies as directed by the City Manager and in accordance with this Policy.

G. When representing the City on an intergovernmental committee, Councilmembers must vote in accordance with the official City position on an issue, regardless of the Councilmember’s individual position.

H. Cities Association of Santa Clara County (CASCC): City Council Representation

The Cities Association of Santa Clara County was formed in 1990 (formerly the “Intergovernmental Council”) in order t o represent the mutual interests of the diverse fifteen cities of Santa Clara County and to present a unified voice for the cities in dealing with other agencies, organizations and levels of government. The Association was established through a joint powers agreement, and is funded exclusively by the fifteen cities.

Each city appoints a city Councilmember to the Board of Directors, which meets monthly. In its role as an advocate for the cities, the group monitors legislative activities at the state and federal levels.

The issue of selection of the representative shall be placed on the agenda of the Council meeting following the meeting when the Mayor is selected. By tradition, the Mayor represents the City of Sunnyvale on the Board of Directors. The Mayor has the discreti on to designate another Councilmember to serve on the Board of the CASCC in his or her stead.

I. City Council Appointment of a Non-Council member to an IGR Assignment

The City Council may, on occasion, appoint a non-Councilmember to represent the City's interest on an intergovernmental body. These appointments must be made as part of a noticed agenda item at a regular meeting. In those circumstances:

1. Staff support is not provided to non-Council members who serve on an intergovernmental body, although a staff member liaison will be designated by the City Manager.

2. Non-Councilmembers serving on intergovernmental bodies shall provide a summary written report to the entire City Council and the City Manager after each intergovernmental agency meeting they attend.

Memo Attachment 3

COUNCIL POLICY MANUAL

7.4.12 – Page - 3

II. Mayoral Appointments to Intergovernmental Agencies

The Mayor appoints members to a variety of intergovernmental agencies in order to represent the City’s interests and to influence policies and regulations of other agencies.

In general, appointments are governed by the following principles:

A. The Mayor may appoint him/herself.

B. For those IGR assignments where the City’s representative serves at the discretion of the Mayor, the Mayor will appoint members to fill vacancies on IGR bodies.

C. Mayoral appointments include appointments to the US Conference of Mayors’ Policy Committees ; Cities Association of Santa Clara County ’s Board of Directors, City Selection Committee, and Legislative Action Committee; the Advisory Council to the Council on Aging; and Council voting delegates and alternates for annual League of California Cities and National League of Cities conferences.

D. As vacancies occur to the Mayoral appointment to the Advisory Council to the Council on Aging, the Mayo r may direct staff to recommend individuals for consideration.

III. Staff Support to IGR Assignments

Staff assistance shall be provided to Councilmembers serving on intergovernmental bodies when the Council has approved the appointments of a member to that body, or in the case when the Council is not the approving body, if the Council has consented to that member sitting on that body (see Council Policy, 7.3.12 regarding the City Council Appointments to Intergovernmental Agencies, City Council Subcommittees an d Council or Mayor-Created Advisory Task Forces). Unless officially approved by the Council, no staff support shall be provided once a Councilmember leaves City office. The City’s Intergovernmental Relations (IGR) Program is coordinated within the Office of the City Manager. The Office of the City Manager is responsible for assisting Council with applications for IGR committees, determining levels of staff support, presenting Reports to Council to ratify IGR appointments, and maintaining the Council IGR com mittee database.

For purposes of this policy, intergovernmental bodies are broadly defined to include committees of intergovernmental agencies or organizations. Staff support shall be consistent with the following guidelines:

A. Assignments will be made by the City Manager.

Memo Attachment 3

COUNCIL POLICY MANUAL

7.4.12 – Page - 4

B. If the intergovernmental body has its own professional staff, such staff should be utilized to the greatest practical extent, rather than City staff.

C. Assigned staff shall meet with newly assigned Councilmembers regarding the expected level of support. A form will be provided to reflect the agreed upon level of support with appropriate signatures. This form is updated at a Councilmember’s request, or upon a change in assignment.

D. Staff shall request that the Councilmember be placed on the committee’s mailing list to receive all required information.

E. Assigned City staff shall not attend the intergovernmental meeting unless the Councilmember requests such attendance from the City Manager, and the Manager approves.

F. The p rimary responsibility of assigned staff is to review issues before the intergovernmental body as they may affect the City, and to advise and assist the Councilmember in presenting issues before the full Council. Staff is encouraged to communicate with Council in writing to avoid miscommunication. IGR information provided to Council shall be consistent with adopted City policies (consider General Plan Sub- elements, adopted legislative advocacy positions, or past Council practice).

G. In the absence of adopted policy, staff should determine whether the issue is significant enough to warrant a Council adopted position. If so, the City Manager should be notified in a timely manner so that the issue can be placed on a Council agenda.

H. Councilmembers shall not direct staff to conduct major research. Major research shall occur only upon the direction of the City Manager.

I. As directed by the City Manager, assigned staff may prepare formal IGR correspondence on behalf of Councilmembers only on issues arising from a Councilmember’s IGR committee assignment Always copy the originating department Director, City Manager and IGR Officer on all IGR -related correspondence (For more detail on IGR advocacy correspondence, see Section E:
“Correspondence Preparation”).

J. Council may provide updates on their IGR assignments during the Council Updates on Intergovernmental Activities section of the Council agenda.

K. Legislative Briefings . Staff prepares briefing reports for Councilmembers attending conferences and meetings as directed by the City Manager. Such reports include up-to-date information on the issues at hand. When the subject is to be Memo Attachment 3

COUNCIL POLICY MANUAL

7.4.12 – Page - 5

discussed with specific legislators, their position (if known on the matter) should be included in the report.

IV. Implementation.

The City Manager shall monitor those provisions of this policy within the City Manager’s Charter responsibilities. Disagreement in interpretation shall be resolved by the City Council. The City Manager shall institute administrative policy to implement this policy.

At the time a new Councilmember is seated, the Mayor and City Manager should review this policy with him/her.

Annually, the City Manager shall review the resource requirements necessary to support the level of service specified in this policy, and recommend as a part of the proposed budget necessary changes of budget resources.

(Adopted: RTC 81- 602 (10/6/1981); Amended: [No RTC] (6/21/1994); [No RTC, Budget workshop] (5/20/1997); Amended by RTC 05-163 (6/7/05); Amended: [No RTC] (4/19/06); Amended: RTC 08-089 (4/1/08); Amended: RTC 09- 001 (1/6/09); Amended: RTC 12- 006 (1/10/12); Updated for clarity (8/21/12); Clerical update (1/25/13) ; Adopted: Council Policy Update, RTC #14- 0061 (November 25, 2014))

Lead Department: Office of the City Manager

For Reference, see also: 7.4.13 Council Subcommittees and Council or Mayor -Created Advisory Task Forces; 7.4.15 Legislative Advocacy Positions; 7.4.15 Council Advocacy

Memo Attachment 3

Sunnyvale City CouncilDecember 6, 2022

Sunnyvale City Council
December 6, 2022