Sarah Johnson-Rios, Assistant City Manager
Sept. 24, 2024
Recommendations from the Council
Subcommittee on Boards & Commissions
2City of Sunnyvale – Subcommittee on B/C – June 2024
Feb. 14, 2024
Background
Subcommittee
Meeting
Joint Study Session
with B/C Chairs
and Vice Chairs
Council
Meeting
Nov. 14, 2023 June 26, 2024 Sept. 24, 2024
Subcommittee
Meeting
3City of Sunnyvale – Subcommittee on B/C – June 2024
Changes Completed Changes Completed (cont.)
Operational Changes since Nov. 2023 Joint Study Session
1. City Hall Parking Garage
open/closed signs
2. Ensure draft presentations are
shared before meetings
3. Ensure chair scripts are tailored
for each meeting
4. Electronic copies of
parliamentary procedure book
purchased
5. Parliamentary procedure
guidelines shared online
6. Feedback to Staff regarding level
detail in meeting minutes
4City of Sunnyvale – Subcommittee on B/C – June 2024
Changes Underway or Planned No Change/
Not Implemented
Operational Changes since Nov. 2023 Joint Study Session
1. Incorporate role playing into new
member training
2. Gather recorded examples of
parliamentary procedure in
action
1. Allow Board/Commission
Members to participate remotely
in their meetings
2. Addition of secure bicycle lockers
or access to bicycle storage room
5City of Sunnyvale – Subcommittee on B/C – June 2024
Addressed by Policy
Addressed by current policy or no Subcommittee recommended change Policy Improvements or Modifications
1. Inter-Board/Commission communication regarding B/C generated Study Issues
Permitted via public comment
2. Provide B/C generated report when B/C and staff recommendations differ Addressed via cover report detailing B/C recommendation
3. Add a method for B/C Members to add agenda items that do not require staff support
Addressed via coordination with Staff Liaison
6City of Sunnyvale – Subcommittee on B/C – June 2024
Modified Change Recommended Potential Study Issue
Addressed by current policy or no Subcommittee recommended change Policy Improvements or Modifications (continued)
• Allow one B/C Member to
participate in interview/
appointment of other B/C Members
Address through input on application
questions
• Expand Arts Commission to Arts
and Culture Commission
Address through Work Plan direction
1. Create a Transportation
Commission or adjust existing
B/C to include more
transportation issues
2. Expand scope of Heritage
Preservation Commission to
include more community
engagement and Sunnyvale
history.
7City of Sunnyvale – Subcommittee on B/C – June 2024
Operational Recommendations (4 items)
Subcommittee Recommendations
1. Board/Commission review of supplemental application questions every five years.
2. Provide training on how B/C Members can request to schedule a member led presentation.
3. Encourage B/C Chairs to update City Council after member led presentations.
4. Maintain current practice of accepting emails from the public via B/C AnswerPoints and forwarding to Members.
8City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Recommendations (3 items)
Subcommittee Recommendations
1. Allow the Arts Commission to identify work plan items related to dynamic, interactive and literary art forms for 2025.
2. Subcommittee consideration of increasing the size of the Human Relations Commission from five to seven members in early 2025.
3. Consider allowing board and commission members to respond to members of the public via email.
9City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Recommendation to City Council (1 of 3)
• Allow the Arts Commission to identify work plan items related to dynamic, interactive and literary art forms for 2025.
Staff Input
• If Council approves this recommendation, staff will communicate the recommendation to the Arts Commission. Adding items may require reducing other items.
10City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Recommendation to City Council (2 of 3)
• Subcommittee consideration of increasing the size of the Human Relations Commission from five to seven members in early 2025.
Staff Input
• A larger Commission would require additional staff capacity to communicate with and support but would broaden representation and input. • Council could:
Direct this change tonight.
Schedule a Subcommittee meeting in 2025 to discuss increasing the size and refer back to the full Council again.
11City of Sunnyvale – Subcommittee on B/C – June 2024
Policy Change Consideration
Policy Recommendation to City Council (3 of 3)
• Consider allowing board and commission members to respond to members of the public via email.
Staff Input
• Prohibition on Members directly responding to emails from the public stems from the Council Policy prohibiting B/C Members from representing their board or commission outside of public meetings.
• Numerous Pros and Cons are outlined in the Report to Council. 12City of Sunnyvale – Subcommittee on B/C – June 2024
Alternatives
1. Direct the Arts Commission to identify work plan items related to dynamic, interactive and literary art forms for 2025.
2. Direct staff to return with required modified Council Policy documentation to increase the size of the Human Relations Commission from five to seven members.
3. Direct staff to work with the 2025 Council Subcommittee on Boards and Commissions to schedule an agenda item in early 2025 for the Subcommittee to consider a recommendation to the City Council increasing the size of the Human Relations Commission from five to seven members.
13City of Sunnyvale – Subcommittee on B/C – June 2024
Alternatives (continued)
4. Make changes to Council Policy 7.2.19 Boards and Commissions regarding Board and Commission representation of the City or other changes, outline any changes, and direct staff to return with modified Policy language.
5. Provide alternative direction to staff.