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(1) Adoption of Motions Appointing Parks, Recreation and Community Services (PRCS) Commission Members as Representatives to the Outside Association, City Committee, and PRCS Commission Ad Hoc Subcommittees that Currently Have Vacancies; and, (2) (If Desired) Dissolution of the Parks, Recreation and Community Services Commission Community Conversations - Topic #6 Ad Hoc Subcommittee.
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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 (03/31/16); (Email) Parks, Recreation & Community Service Department Updates (03/31/16).
Department Approval: Dan Hernandez, PRCS Director (03/25/16).
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RECOMMENDATION
Staff recommends that the Parks, Recreation and Community Services (PRCS) Commission adopt motions appointing Commission members as representatives to the outside Association, City Committee, and PRCS Commission Ad Hoc Subcommittees, that currently have vacancies; and, (2) (if desired) dissolve the Parks, Recreation and Community Services Commission Community Conversations - Topic #6 Ad Hoc Subcommittee.
BACKGROUND
The PRCS Commission traditionally has appointed Members to represent the Commission to various “outside Associations,” on selected City Committees, and on PRCS Commission Ad Hoc Subcommittees. When making subcommittee appointments, the Commission considers the requirements of the Ralph M. Brown Act (Brown Act) and the important differences between a “standing subcommittee” and an “ad-hoc subcommittee.” As provided for in the Brown Act, a standing committee has a continuing subject matter jurisdiction or a meeting schedule fixed by charter, ordinance, resolution, or formal action of a legislative body. Whereas, in general, an “ad hoc” subcommittee serves only a limited or single purpose, it is not perpetual and is dissolved when the specific task is completed. Ad-Hoc Subcommittees are not subject to certain requirements of the Ralph M. Brown Act, including public notification and public participation.
DISCUSSION
In November 2015, PRCS Commissioner Kelly Kent Marin resigned from the PRCS Commission in order to take a seat on the Culver City Unified School District Board of Education. Her departure resulted in delegate vacancies on the Ballona Creek Renaissance, the Community Development Block Grant (CDBG) Advisory Committee, the Sponsorship/Financial Support Ad Hoc Subcommittee, the Community Conversations - Topic #6 Ad Hoc Subcommittee, and the Community Conversations - Topic #7 Ad Hoc Subcommittee. At the March 1, 2016 meeting, the Commission postponed this Agenda Item to this evening’s meeting.
Consideration of Exceptions to this Appointment Process
The Community Development Block Grant (CDBG) Advisory Committee meets once or twice a year, in October and/or November, to consider projects for recommendation to the City Council for annual Federal CDBG funding. The Committee met one time only during the Fiscal Year 2015/2016 cycle, on November 12, 2015. On December 14, 2015, the Advisory Committee’s CDBG project recommendations for Fiscal Year 2016/2017 were presented to the City Council. Since the CDBG Advisory Committee’s work has been completed for this Fiscal Year, another meeting of that body will not be held until late Fall 2016. Therefore, the Commission may wish to consider deferring this appointment to the July 5, 2016 PRCS Commission meeting, when the full list of appointments will be up for consideration. If the Commission desires to defer this appointment, an alternate motion has been included for this purpose.
As part of this Agenda Item, the Commission is considering the dissolution of the Community Conversations - Topic #6 Ad Hoc Subcommittee. Dissolution is being discussed because the Ad Hoc Subcommittee completed its objective by presenting the Community Conversation, “Character and Community Building in Youth Athletics,” on September 1, 2015. If the Commission dissolves the Community Conversations - Topic #6 Ad Hoc Subcommittee, no appointment is necessary. If the Ad Hoc Subcommittee is left active, an alternate motion has been included in order to fill the vacancy left by Commissioner Kent Marin.
Adoption of a Motions
1) Adoption of a Motions Appointing Parks, Recreation and Community Services Commission Members as Representatives to the Outside Association, City Committee, and PRCS Ad Hoc Subcommittees that Currently Have Vacancies.
Outside Association
a) Ballona Creek Renaissance (BCR)
Brief Description: Culver City based 501(c)(3) non-profit organization dedicated to facilitating long-term collaborative renewal of Ballona Creek and its watershed in partnership with public agencies, non-profit organizations, and stakeholders.
Meeting Information: Board meetings are held the fourth Tuesday of each month at 7:00 p.m.; contact BCR to confirm the date, time and place.
Commission Liaisons: The current representative to the Ballona Creek Renaissance is Commissioner Stuart, Alternate Delegate, and the Delegate position is vacant.
Recommended Motion: That the Parks, Recreation and Community Services Commission appoint (or retain) Commissioner _________________ as Delegate and Commissioner ________________ as Alternate Delegate of the La Ballona Creek Renaissance.
City Committee
b) City Committee - Community Development Block Grant (CDBG)
Brief Description: This Committee considers projects for recommendation to the City Council for annual Federal CDBG funding.
Meeting Information: Two annual meetings generally occur in October and/or November. Meeting information is distributed to members by staff. As noted earlier, the Committee’s business has been completed for this cycle, and another meeting of the body will not be held until late Fall 2016.
Commission Liaison: The current representatives to the Community Development Block Grant (CDBG) Committee is Commissioner Garland, Alternate Delegate, and the Delegate position is vacant.
Recommended Motion: That the Parks, Recreation and Community Services Commission appoint (or retain) Commissioner _________________ as Delegate and Commissioner __________________ as Alternate Delegate of the Community Development Block Grant (CDBG) Committee.
Recommended Alternate Motion: That the Parks, Recreation and Community Services Commission defer this appointment until the July 5, 2016 meeting
PRCS Commission Ad Hoc Subcommittees
General Information: Each Ad Hoc Subcommittee has two PRCS Commission appointed members. Ad Hoc Subcommittees meet on an as-needed basis.
c) Sponsorship/Financial Support Ad Hoc Subcommittee
Brief Description: The purpose of the Sponsorship/Financial Support Ad Hoc Subcommittee is to develop a plan and a proposal to the City Council for the establishment a standing PRCS Commission Subcommittee (and/or, potentially, another type of stand-alone body) to discuss and develop a strategy moving forward on fundraising, tying in Economic Development, partnerships and programming.
Ad Hoc Subcommittee Members: Commissioner Stuart is currently serving on this Ad Hoc Subcommittee.
Recommended Motion: That the Parks, Recreation and Community Services Commission appoint (or retain) Commissioner ____________________ and Commissioner ____________________ to the Sponsorship/Financial Support Ad Hoc Subcommittee.
d) Community Conversations - Topic #7 Ad Hoc Subcommittee
Brief Description: PRCS Commission hosted “Community Conversations” are presentations on topics of major relevance to the community that often include a panel discussion. Being fully cognizant of ongoing budgetary constraints, the Commission designed the Community Conversations series as one that has minimal fiscal impact on the City. The Community Conversations - Topic #7 Ad Hoc Subcommittee was created at the July 7, 2015 Commission meeting, with Community Gardens being discussed as a potential topic.
Ad Hoc Subcommittee Members: Commissioner Stuart is currently serving on this Ad Hoc Subcommittee.
Recommended Motion: That the Parks, Recreation and Community Services Commission appoint (or retain) Commissioner ____________________ and Commissioner ____________________ to the Community Conversations - Topic #7 Ad Hoc Subcommittee.
2) (If Desired) Dissolution of the Community Conversations - Topic #6 Ad Hoc Subcommittee
Brief Description: As an “ad hoc” subcommittee, the Community Conversations Ad Hoc Subcommittee serves only a limited or single purpose, it is not perpetual and it is dissolved when its specific task is completed. With this in mind, the Commission may wish to dissolve the Community Conversations - Topic #6 Ad Hoc Subcommittee since “Character and Community Building in Youth Athletics” was presented on September 1, 2015.
Ad Hoc Subcommittee Members: Commissioner Garland is currently serving on this Ad Hoc Subcommittee.
Recommended Motion: That the Parks, Recreation and Community Services Commission dissolve the Community Conversations - Topic #7 Ad Hoc Subcommittee.
Recommended Alternate Motion (if left as an active Ad Hoc Subcommittee): That the Parks, Recreation and Community Services Commission appoint (or retain) Commissioner ____________________ and Commissioner ____________________ to the Community Conversations - Topic #6 Ad Hoc Subcommittee.
FISCAL ANALYSIS
There is no fiscal impact associated with the discussion of this Agenda Item.
RECOMMENDED MOTIONS:
That the Parks, Recreation and Community Services Commission:
1. Adopt respective motions related to the appointment of Commissioners to an outside Association, a City Committee, and PRCS Commission Ad Hoc Subcommittees that had vacancies; and,
2. (If Desired) Dissolve the Parks, Recreation and Community Services Commission Community Conversations - Topic #6 Ad Hoc Subcommittee.