Follow up from Nov. 14, 2023 Council Joint City Council Study Session with Board/Commission Chairs/Vice Chairs
1 Policy Framework
• CP 7.2.19 = Council Policy 7.2.19 Boards and Commissions Opera�onal Items
1. Sign
: Parking Garage Open for Tonight's Mee�ng/Event
Follow-Up Completed: Now that the All America Way parking lot for City Hall is fully opera�onal, the parking garage is no longer opened for evening mee�ngs. A Parking Garage closed sign direc�ng the public to the All America Way parking lot directs the public to that parking lot.
2. New
Commissioner Role Playing Training
Follow-Up Underway: This could be facilitated as part of new member orienta�on. If held separate from the orienta�on, staff would need to hold more than one session to maintain alignment with the Brown Act.
City Clerk is working with the Office of the City Atorney to update a script from a past role playing training.
3. Remin
d staff to share dra� staff presenta�ons 24 hours before each mee�ng with Board/Commission Members and the public.
Follow-U
p Completed: The City Clerk shared a reminder with Staff Liaisons at the last Board/Commission (B/C) Staff Liaison mee�ng.
4. Chec
k in with B/C Staff Liaisons regarding how detailed they are when preparing Chair scripts.
Follow-U
p Completed: The City Clerk checked-in with Staff Liaisons at the last B/C Staff Liaison mee�ng. Staff were reminded to use the most recent version of the Chair script template when preparing Chair scripts.
5. Electr
onic Sturgis book.
Follo
w-Up Completed: Six (6) eBooks of The Standard Code of Parliamentary Procedure are available in the Library’s collec�on.
6. Cut tog
ether a recording of parliamentary procedure in ac�on.
Follow-U
p Underway as Time Permits: This could be accomplished although will be �me consuming. As �me permits, staff will search for exis�ng training resources.
Attachment 1
Follow up from Nov. 14, 2023 Council Joint City Council Study Session with Board/Commission Chairs/Vice Chairs
2 7. Some Board/Commission mee�ng minutes have more detail than other, esp. responses from staff.
Explana�on: Board and Commission mee�ng minutes are prepared using the The Standard Code of Parliamentary Procedure, 4th Edition and CP 7.2.19. Planning Commission minutes tend to be more detailed due to the nature of their decision- making authority. Some other Boards/Commissions have more detailed minutes at the request of their members and staff capacity to meet those requests.
8. Allow B
oard/Commission Members to par�cipate in their mee�ngs remotely.
Explana
�on: This would have a significant impact on staff work load and is prohibited by Administra�ve Policy.
9. Re-share
parliamentary procedures references with Board/Commission Members Follow-Up Completed: These resources have been shared with Chairs and Vice Chairs as part of their training and are available on the Board and Commission Member Resources page on the City’s website.
10. Secure b
ike lockers, bike room access.
Explana
�on: Bicycles will con�nue to be allowed inside the Bay Conference Room for Board/Commission Members. Access to basement bike room is intended for staff and will not be provided for Board/Commission Members.
Attachment 1
Additional Operational Change Since Sept. 24, 2024 Council Meeting
1. Board and Commission AnswerPoint email template responses sent to members of the public have been updated to be more friendly.