Sarah Johnson-Rios, Assistant City Manager
June 26, 2024
Council Subcommittee on
Boards & Commissions
2City of Sunnyvale – Subcommittee on B/C – June 2024
Background
• ~37 City staff members
regularly support, staff and
facilitate Sunnyvale’s 10 B/Cs
(60 members)
• Quarterly meetings: hosted
by City Clerk for B/C Liaisons
and other key staff
• B/C policy changes require
significant effort and
collaboration (+ budget,
potentially)
3City of Sunnyvale – Subcommittee on B/C – June 2024
Background
Subcommittee
Meeting
Joint Study Session
with B/C Chairs
and Vice Chairs
Subcommittee
Meeting
• Nov. 14, 2023
17 suggested
improvements or
modifications
• 10 administrative
• 7 policy-based
• Feb. 14, 2024
Follow-up from Nov.
• Discussion of 7 policy
suggestions
• 2 suggestions achieved
through current policy
• 5 items remaining
• 4 items added by
Subcommittee for
discussion
• Jun. 26, 2024
Follow-up discussion on
9 policy suggestions
• 2 recommendations for
City Council
• 5 items for further
consideration
• 2 potential Study Issues
Status: 8 operational changes implemented or in progress by staff. 4City of Sunnyvale – Subcommittee on B/C – June 2024
Subcommittee
Recommendations to
City Council (2 items)
Policy Items Returning
to Subcommittee
(5 items)
Policy Considerations – 9 Items for Discussion Today
1. Supplemental
questions on B/C
Application
2. Arts Commission
Work Plan
modification
1. Member led
presentations
2. Chair written
communication
3. Board of Library
Trustees size
4. Human Relations
Commission size
5. City email addresses
Potential Study Issues
(2 items)
1. Create
transportation B/C
2. Expand scope of
Heritage
Preservation
Commission
5City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Subcommittee Recommendation to City Council (1 of 2)
• Add an item to each B/C’s annual work plan to review and propose new supplemental questions for B/C application
• Supplemental questions assist Councilmembers in evaluating B/C applicants Staff Input
• Add one-time or as-needed instead of annual review
E.g., review interview questions no less than every 5 years (terms are 4 years) 6City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Subcommittee Recommendation to City Council (2 of 2)
• Modify this year’s Arts Commission work plan to add dynamic, interactive and literary art forms
Note: in addition to work plan, Arts Commission annually reviews several public art projects (e.g., utility box art, Sunnyvale Suns), Civic Center artwork and AIPD* *Art in Private Development
Staff Input
• Request that Subcommittee identify work plan items of interest • Any items Subcommittee would like Council to consider removing? 7City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Items Returning to the Subcommittee (1 of 5)
• Policy that would permit all B/Cs to have member led presentations, so long as they fit in the work plan and do not require staff time to prepare Staff Input
• No policy modification needed; current policy & practice allow (time permitting) Proposals for member led presentations may be made via staff liaison B/C Chair to ensure agenda items are in alignment with approved work plan 8City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Items Returning to the Subcommittee (2 of 5)
• Policy to allow B/C to authorize Chair to provide written communication related to a member led presentation to the City Council Staff Input
• Member led presentations are informational; Brown Act does not allow action • Any B/C Member may contact Council at any time on own behalf 9City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Items Returning to the Subcommittee (3 of 5)
• Increase size of Board of Library Trustees from five (5) to seven (7) members • Would require amendment to City Charter
Staff Input
• Challenges filling current five positions
• Fiscal impact $136,926 for Nov 2026 charter amendment + staff resources to support Charter amendment and additional Commissioners
• Recommend maintaining Board of Library Trustees at its current size unless an identified need arises to pursue charter amendment
10City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Items Returning to the Subcommittee (4 of 5)
• Increase size of Human Relations Commission (HRC) from five (5) to seven (7) members
• Would not require amendment to City Charter; update to Council Policy Staff Input
• No challenge currently with interest in serving on the HRC • Broadens community representation on the Committee
• Increases staff time to support additional Commissioners • Staff makes no recommendation
11City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Items Returning to the Subcommittee (5 of 5)
• Allow B/C members to communicate with members of the public via City- issued email addresses
Note: Current Council Policy prohibits B/C members from representing their B/C outside of public meetings.
Staff Input
• Staff recommends continuing current practice using B/C AnswerPoint for public comments and communication
Ensures information is readily available to all members and City staff • If B/C members granted City email, additional policy clarification and budget modification will be necessary ($20k/year + 60-70 hrs/year of ITD support) 12City of Sunnyvale – Subcommittee on B/C – June 2024
Considerations
Potential Study Issues (1 of 2)
• Create a transportation commission or adjust the scope of an existing commission such as Bicycle and Pedestrian Advisory Committee (BPAC) or Sustainability to include more transportation issues
Staff Comments
• Existing BPAC advises City Council on bicycle and pedestrian issues • City’s current regional partners on transportation: Councilmembers appointed to Santa Clara County Expressway 2040, Valley Transportation Authority (VTA) and VTA B/Cs, Caltrain Local Policy Maker Group and Council- appointed community member to VTA-BPAC.
13City of Sunnyvale – Subcommittee on B/C – June 2024
Considerations
Potential Study Issues (2 of 2)
• Expand scope of Heritage Preservation Commission to include more community engagement and Sunnyvale history
Staff Comments
• Heritage Preservation Commission scope includes advising capacity to Council and has decision-making authority on restoration, maintenance and operation of heritage resources
• All B/Cs are charged with providing a forum and opportunity for broad community input
14City of Sunnyvale – Subcommittee on B/C – June 2024
• Creating new or significantly expanded B/C(s)
Staff would analyze resource needs for Council consideration Board of Library Trustees would require charter amendment (est. cost $136,926 in Nov 2026 election + costs of public info/staff support) • Providing City email accounts to B/C members
Licensing cost of ~$20k/yr (budget mod)
60-70 hrs/yr IT staff support
Fiscal and Staffing Impacts
15City of Sunnyvale – Subcommittee on B/C – June 2024
Subcommittee
Discussion &
Next Steps