City of Culver City, California
Agenda Item Report
Meeting Date:09/06/11 Item Number: A-1
PRCS COMMISSION AGENDA ITEM:Review of Parks, Recreation and Community
Services Commission Advisory Subcommittees and Assignment of Commissioners
to Various Outside Agency Boards, City Committees, Commission Subcommittees
and Other Related Bodies.
Contact Person/Dept.: Dan Hernandez,
PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: (Email) Meetings and Agendas – Parks, Recreation and Community
Services Commission (09/01/11).
Department Approval: Dan Hernandez
(09/01/11) (by P. Mooney)
City Attorney Approval: N/A
Chief Financial Officer Approval: N/A City Manager Approval: N/A
RECOMMENDATION:
Staff recommends that the Parks, Recreation and Community Services (PRCS)
Commission review the structure and function of the Commission’s advisory
subcommittees, make adjustments if deemed appropriate, and assign
Commissioners to various outside agency boards, City committees, Commission
subcommittees and other related bodies.
BACKGROUND:
Each year on or around the beginning of the new City Fiscal Year in July, the Parks,
Recreation and Community Services Commission selects the Chair and Vice Chair
of the Commission and assigns one or two Commissioners to various outside
agency boards, City committees, Commission advisory subcommittees and other
related bodies. At the July 5, 2011 Commission meeting, Marianne Kim was
selected as Chair and Laura Stuart was selected as Vice Chair of the PRCS
Commission.
The Commission also periodically reviews the structure and the function of their
advisory subcommittees in order to ensure that they are still relevant and consistent
with the Commission’s mission as determined by the City Council. A review of the
Commission’s advisory subcommittees was agendized for discussion at the July 5,
2011 Commission meeting; however, Martin Cole, Assistant City Manager/City
Clerk, noted during the meeting that all subcommittees of the City Council and
Commissions were under review to determine whether those subcommittees are
subject to the provisions of the Brown Act, and he requested that the Agenda Item City of Culver City, California
Agenda Item Report
not be considered until further information was received from the City Manager’s
Office. After some discussion, the Commission took action to defer the review of
their advisory subcommittees to a later date (moved by Commissioner Yanda;
seconded by Commissioner Hudson; unanimously passed; Commissioner Greene
excused absence).
DISCUSSION:
This agenda item has been brought before you this evening for consideration. Prior
to moving forward, the Commission should be aware of the following issues:
Brown Act Requirements
The Brown Act, specifically Government Code § 54952 (b), provides that a
legislative body includes (emphasis added):
“A commission, committee, board, or other body of a local agency, whether
permanent or temporary, decision making or advisory, created by charter,
ordinance, resolution, or formal action of a legislative body. However,
advisory committees, composed solely of the members of the
legislative body that are less than a quorum of the legislative body
are not legislative bodies, except that standing committees of a
legislative body, irrespective of their composition, which have a
continuing subject matter jurisdiction, or a meeting schedule fixed by
charter, ordinance, resolution, or formal action of a legislative body
are legislative bodies for purposes of this chapter.”
The application of the Brown Act to subcommittees is not always clear (as with many
areas of the Brown Act). In general, an “ad hoc” subcommittee serves only a limited
or single purpose, it is not perpetual and it is dissolved when its specific task is
completed. Ad-hoc subcommittees do not constitute a “legislative body” and are not
subject to the Brown Act. A “standing” subcommittee, which has a continuing
subject matter jurisdiction is considered to be a “legislative body” and is subject to
the requirements of the Brown Act. Therefore, its meetings must be noticed and
open to the public. An example of a standing subcommittee is the existing Human
Relations Subcommittee, which advises the PRCS Commission on matters of
Human Relations. This Subcommittee has a continuing subject matter of a broad
and general nature and is not limited in duration. All existing Commission
subcommittees are discussed individually below.
Review and Evaluation of Subcommittees
It has been recommended by the City Manager’s and City Attorney’s Offices that the
Commission undertake the following review: 1) carefully evaluate each existing
subcommittee to determine its utility and whether it is necessary to retain or should City of Culver City, California
Agenda Item Report
be dissolved; 2) evaluate the actual purpose of each subcommittee to determine if it
should remain a standing subcommittee or be restructured so that it is a bona fide
ad-hoc subcommittee (which in general serves only a limited or single purpose, is
not perpetual, and is dissolved when its specific task is completed); 3) limit the
number of standing subcommittees retained or created; and 4) comply with noticing
and other requirements for future meetings of any standing subcommittee that is
retained.
From the City Manager’s perspective (which is consistent with the City Council’s
general direction during this fiscally challenging time), given the shrinking amount of
resources available to the City as a whole (and to the PRCS Department
specifically), it is becoming critical that issues be addressed efficiently. As
discussed above, should the Commission retain any standing committees, such
subcommittees would require the preparation of an agenda and be open to the
public. With the PRCSCommission having potentially three to four standing
subcommittees, a vigorous meeting schedule would significantly increase the
amount of time staff would need to dedicate to production of agendas, creation of
minutes, and attendance at such meetings. As such, the City Manager recommends
that standing subcommittees be retained or created only when necessary.
In light of the foregoing, staff recommends the Commission review the structure and
function of their advisory subcommittees and make adjustments, if deemed
appropriate, before assignments are made. Adjustments may include refining a
subcommittee’s purpose, establishing new subcommittees (standing or ad-hoc)
and/or dissolving those subcommittees that have fulfilled their purpose. The table
below notesstaff’s recommendations as to dissolving specific subcommittees.
PRCS COMMISSION ADVISORY SUBCOMMITTEES
Title / Brief Description
Current
Members
Type Recommendation
Council/Commission- Represent
the PRCS Commission in
discussions with the City Council’s
Subcommittee on Commissions
regarding Council/Commission/Staff
working relationships.
Rick Hudson
Vacant
Ad-Hoc Dissolve. This Subcommittee has
completed its work and should be
dissolved.
Human Relations - Represent and
advise the PRCS Commission on
matters of Human Relations.
Mary Ann Greene
Vacant
Standing Dissolve. Issues can be
addressed by the full Commission.
Should the Commission decide to
retain this subcommittee, it will
need to comply with Brown Act
Requirements. Another option is
to more narrowly focus the
subcommittee to a specific project,
and dissolve the subcommittee
once the work has been
completed. City of Culver City, California
Agenda Item Report
PRCS COMMISSION ADVISORY SUBCOMMITTEES (continued)
Title / Brief Description
Current
Members
Type Recommendation
Youth Outreach- Represent and
advise the PRCS Commission on
youth issues and the transition of the
Youth Making Changes to a Youth
Advisory Committee.
Rick Hudson
Vice Chair Stuart
Standing Dissolve and create an Ad-Hoc
Youth Advisory Committee
Subcommittee. General issues
relating to the youth community
and youth outreach can be
addressed by the full Commission.
An ad-hoc subcommittee with the
specific task of meeting with the
City Council’s Youth Advisory
Subcommittee would be
appropriate.
Financial Resource Development-
Research new funding strategies
and work with staff and non-profit
groups to raise funds for PRCS
special projects.
Vice Chair Stuart
Vacant
Standing Dissolve. Issues can be
addressed by the full Commission.
Should the Commission decide to
retain this subcommittee, it will
need to comply with Brown Act
Requirements. Another option is
to more narrowly focus the
subcommittee to a specific project,
and dissolve the subcommittee
once the work has been
completed.
Parks and Recreation
Comprehensive Plan - Support the
community and staff in the
completion of the Parks and
Recreation Master Plan.
Mary Ann Greene
Chair Kim
Ad-Hoc Dissolve. This Subcommittee has
completed its work and should be
dissolved.
Recreational Activities and
Special Projects - Support and
advise on matters concerning any
and all recreational activities and the
facilities that support them, including,
but not limited to, the Dog Park, the
Skate Park and the Plunge.
Rick Hudson
Chair Kim
Standing Dissolve. Issues can be
addressed by the full Commission.
Should the Commission decide to
retain this subcommittee, it will
need to comply with Brown Act
Requirements. Another option is
to more narrowly focus the
subcommittee to a specific project,
and dissolve the subcommittee
once the work has been
completed.
Community Gardens- To act as a
liaison between the PRCS
Commission and the community on
all matters pertaining to the
development of new community
gardens within Culver City; to attend
meetings of interested community
groups and act as mentors to those
groups, when necessary.
Vice Chair Stuart
Mary Ann Greene
Ad-Hoc No staff recommendation.
City of Culver City, California
Agenda Item Report
REORGANIZATION 2011:
The procedure for Commission reorganization is as follows: All motions are
made individually and then voted on as a group at the conclusion of the
discussion.
PRCS COMMISSION ADVISORY SUBCOMMITTEES
Using the list above for reference, the Commission may dissolve an existing
subcommittee or assign members to it, or create a new subcommittee and assign
members to it, by filling in the blanks of the following recommended motions:
Recommended Motion: That the Parks, Recreation and Community Services
Commission hereby dissolves the _______________________ Subcommittee.
OR
Recommended Motion: That the Parks, Recreation and Community Services
Commission assigns ____________________ and ____________________ to the
_____________________ Subcommittee.
OR
Recommended Motion: That the Parks, Recreation and Community Services
Commission hereby creates the ____________________Subcommittee and assigns
_____________________ and ______________________ to such Subcommittee.
ASSOCIATIONS
(1) California Association of Park and Recreation Commissioners and Board
Members (CAPRCBM)
The current representatives to the California Association of Park and Recreation
Commissioners and Board Members (CAPRCBM) are Chair Kim, Delegate, and
Vice Chair Stuart, Alternate Delegate.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint ________________ as Delegate and __________________ as
Alternate Delegate of the California Association of Park and Recreation
Commissioners and Board Members (CAPRCBM).
City of Culver City, California
Agenda Item Report
(2) La Ballona Creek Renaissance
The current Delegate to the La Ballona Creek Renaissance is Vice Chair Stuart and
the Alternate Delegate position is open.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint ______________________ as Delegate and
_____________________ as Alternate Delegate of the La Ballona Creek
Renaissance.
(3) Senior Citizens’ Association Board of Directors
The current Delegate to the Senior Citizens’ Association Board of Directors is
Commissioner Greene and the Alternate Delegate position is open.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint ______________ as Delegate and _______________ as
Alternate Delegate of the Senior Citizens’ Association Board of Directors.
CITY COMMITTEES
(4) City Committee - Community Development Block Grant (CDBG)
The current Delegate to the Community Development Block Grant (CDBG)
Committee is Commissioner Greene and Vice Chair Stuart is Alternate Delegate.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint _________________ as Delegate and __________________
as Alternate Delegate of the Community Development Block Grant (CDBG)
Committee.
(5) City Committee - Disability Advisory Committee
The current Delegate to the Disability Advisory Committee is Chair Hudson and Vice
Chair Stuart is Alternate Delegate.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint _________________ as Delegate and __________________
as Alternate Delegate of the Disability Advisory Committee.
City of Culver City, California
Agenda Item Report
FISCAL IMPACT:
There is no fiscal impact associated with the discussion of this Agenda Item.
However, it has been estimated that a typical one-hour Brown Act Subcommittee
meeting coststhe City approximately $1,000 instaff time alone (includes meeting
preparation time). This does not include City overhead, supplies and materials or
the cost of a room that would accommodate the public. Meetings that are not
subject to the Brown Act could cost between $300 and $700 per hour in staff time
alone, depending upon the job title and classification of the specific staff members
involved.
MOTION:
That the Parks, Recreation and Community Services Commission:
1. Discuss the current appointments to various outside agencies; and,
2. Appoint member(s) to such outside agencies; and,
3. Discuss the current advisory subcommittees and make adjustments to the
number and type of subcommittees as desired; and,
4. Determine to retain, dissolve, or reconstitute the subcommittees; and,
5. Appoint members to subcommittees that remain.