City of Culver City, California
Agenda Item Report
Meeting Date: _07/01/14___ Item Number: _A-2
PRCS COMMISSION AGENDA ITEM:(1)Adoption of Motions Appointing Parks,
Recreation and Community Services CommissionMembersas Liaisons to Various
Outside Associations and City Committees; and(2) Creation/Dissolutionof
CertainPRCS Commission Ad Hoc Subcommittees and Adoption of Motions
Appointing Commissioners toRemaining/Newly Created Ad Hoc Subcommittees.
Contact Person/Dept.: Dan Hernandez,
PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: Public Notification: (Email) Meetings and Agendas – Parks,
Recreation and Community Services Commission (06/26/14).
Department Approval:Dan Hernandez
(06/24/14)
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 (1) adopt motions appointing Commissioners as liaisons to various
outside Associations and City Committees; and, (2) consider creation/dissolution of
certain PRCS Commission Ad Hoc Subcommittees and adopt motions appointing
Commissioners to the remaining/newly created ad hoc subcommittees.
BACKGROUND:
ThePRCS Commission traditionallyhas appointedMember(s) to
representtheCommission onvarious “outsideAssociations”
andonCityCommittees.These appointments arepresentedthis eveningfor
theCommission’s consideration.
Over the past several years, as theCommissionhas considereditsappointments
toPRCS Commission Ad Hoc Subcommittees, it hasbeenmindful
oftherequirementsoftheRalphM.Brown Act(Brown Act) and theimportantdifferences
betweena“StandingSubcommittee”andan“Ad-Hoc Subcommittee.”Insummary,
StandingCommittees are requiredtocomply withthe provisions ofthe Brown
Act(includingpublic notificationandpublic participation).
Ad-Hoc Subcommittees arenotsubjecttothoserequirements.As providedfor inthe
Brown Act,astandingcommitteehas acontinuingsubjectmatter jurisdiction or a City of Culver City, California
Agenda Item Report
meetingschedulefixedbycharter, ordinance, resolution, orformalactionofa legislative
body.Whereas,in generalan“adhoc” subcommittees serve onlyalimitedor single
purpose,theyare notperpetual andtheyare dissolvedwhentheir specific taskis
completed.
Inthis staffreport, allmembers ofthePRCS Commission are respectfullyreferenced as
Commissioners.
DISCUSSION:
(1)Adoption of Motions Appointing Parks, Recreation and Community Services
CommissionMembers as Liaisons to Various Outside Associations and City
Committees.
Associations
a) California Association of Park and Recreation Commissioners and Board
Members (CAPRCBM)
Brief Description: The purposes of the Association are to (1) enhance the
training of park and recreation commissioners and board members; and, (2)
support park and recreation issues and legislation; CPRS & NRPA affiliated.
Meeting Information: Announcements regarding activities and training sessions
can be found at www.caprcbm.org.
Commission Liaisons: The current representatives to the California Association
of Park and Recreation Commissioners and Board Members (CAPRCBM) are
Commissioner Stuart, Delegate, and Commissioner Hudson, Alternate Delegate.
Recommended Motion:That the Parks, Recreation and Community Services
Commissionappoint Commissioner ________________ as Delegate and
Commissioner __________________ as Alternate Delegate of the California
AssociationofPark and Recreation Commissioners and Board Members
(CAPRCBM).
b) La Ballona Creek Renaissance
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.
City of Culver City, California
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Meeting Information: Fourth Tuesday of each month at 7:00 p.m.; contact Jim
Lamm to confirm the date, time and place.
Commission Liaisons: The Delegate seat to the La Ballona Creek Renaissance
is vacant and Commissioner Stuartis Alternate Delegate.
Recommended Motion: That the Parks, Recreation and Community Services
CommissionappointCommissioner _________________ as Delegate and
Commissioner ________________ as Alternate Delegate of the La Ballona
Creek Renaissance.
c) Senior Citizens’ Association Board of Directors
Brief Description: A 501(c)(3) nonprofit organization that supports the Senior
Center and the Senior & Social Services Division in its services to senior citizens
and the community.
Meeting Information: Second Monday of each month at 1:00 p.m. in the Senor
Center Conference Room.
Commission Liaison: TheDelegate seat to the Senior Citizens’ Association
Board of Directors isvacant and CommissionerHudsonisAlternate Delegate.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner ______________ as Delegate and
Commissioner _______________ as Alternate Delegate of the Senior Citizens’
Association Board of Directors.
City Committees
d) City Committee - Community Development Block Grant (CDBG)
Brief Description: This Committee considers projects for recommendation to the
City Council forannual Federal CDBG funding.
Meeting Information: Two annual meetings generally occur in October and/or
November. Meeting information is distributed to members by staff.
Commission Liaison: The current Delegate to the Community Development
Block Grant (CDBG) Committee is Commissioner Stuart and Commissioner
Hudson is Alternate Delegate.
City of Culver City, California
Agenda Item Report
Recommended Motion: That the Parks, Recreation and Community Services
Commissionappoint Commissioner _________________ as Delegate and
Commissioner __________________ as Alternate Delegate of the Community
Development Block Grant (CDBG) Committee.
e) City Committee - Disability Advisory Committee (DAC)
Brief Description: This standing Committee advises City staff and City Council
on issues related to the disabled in the community. The DAC also plans and
implements community events promoting disability awareness.
Meeting Information: Second Wednesday of even numbered months at 6:30
p.m. in the Senior Center Conference Room.
Commission Liaison: The currentDelegate to the Disability Advisory Committee
is Commissioner Hudson and theAlternate Delegate seat is vacant.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner _________________ as Delegate and
Commissioner __________________ as Alternate Delegate of the Disability
Advisory Committee.
(2) Creation/Dissolution of Certain PRCS Commission Ad Hoc Subcommittees
and Adoption of Motions Appointing Commissioners toRemaining/Newly
Created Ad Hoc Subcommittees.
As noted previously, 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. With this in mind, the Commission may wish to dissolve certain
Ad Hoc Subcommittees listed below that have completed their specific tasks and
create new Ad Hoc Subcommittees as deemed appropriate.
Current 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.
a) Commission Ad Hoc Subcommittee – Sponsorship/Financial Support
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, City of Culver City, California
Agenda Item Report
another type of stand-alone body) to discuss and develop a strategy moving
forward on fundraising, tying in Economic Development, partnerships and
programming.
Update: None; the last time that this topic was discussed in detail at a Regular
PRCS Commission meeting was on June 13, 2013.
Ad Hoc Subcommittee Members: Both positions are currently vacant.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner ____________________ and Commissioner
____________________ to the Sponsorship/Financial Support Ad Hoc
Subcommittee.
OR
Recommended Alternate Motion: That the Parks, Recreation and Community
Services Commission hereby dissolves the Sponsorship/Financial Support Ad
Hoc Subcommittee.
b) Commission Ad Hoc Subcommittee –Anti-Bullying Policy Development
Brief Description: The purpose of the Anti-Bullying Policy Development Ad Hoc
Subcommittee is to develop a PRCS Department Anti-Bullying Policy for the City
Council.
Update: The Draft Anti-Bullying Policy has beendeveloped by the Ad Hoc
Subcommittee and was presented to the City Council at the January 13, 2014
meeting. The Policy Statement is currently under review by the City Attorney’s
Office before returning to the City Council for further consideration.
Ad Hoc Subcommittee Members: Commissioner Stuart is currently serving on
this Ad Hoc Subcommittee and the other position is vacant.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner ____________________ and Commissioner
____________________ to the Anti-Bullying Policy Development Ad Hoc
Subcommittee.
OR
Recommended Alternate Motion: That the Parks, Recreation and Community
Services Commission hereby dissolves the Anti-Bullying Policy DevelopmentAd
Hoc Subcommittee.
City of Culver City, California
Agenda Item Report
Potential PRCS Commission Ad Hoc Subcommittee
c) Commission Ad Hoc Subcommittee – Community Conversations: Topic #6
Brief Description: PRCS Commission hosted “Community Conversations” are
presentations on topicsof 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.
Previous topics have included:
• Words Matter I& II (Bullying)
• Elder Abuse - How it Affects You, Your Family & Your Neighbors
• Healthy Living in Tough Times: Identifying and Coping with Stress from
Financial Hardship
• Food vs. Mind and Body (Obesity and Related Heath/Financial Issues)
Ad Hoc Subcommittee Members: None; this Ad Hoc Subcommittee is not active.
Per the advice of the City Attorney’s Office, each time a topic is presented, the
Ad Hoc Subcommittee associated with that topic is dissolved and a new one is
formed if another Community Conversation is desired by the Commission.
Recommended Motion: That the Parks, Recreation and Community Services
Commission hereby forms the Community Conversations: Topic #6 Ad Hoc
Subcommittee.
AND
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner ____________________ and Commissioner
____________________ to the Community Conversations: Topic #6 Ad Hoc
Subcommittee.
OR
Take no action at this time.
d) Commission Ad Hoc Subcommittee – To be Determined by the Commission
Recommended Motion: That the Parks, Recreation and Community Services
Commission hereby forms the _____________________Ad Hoc Subcommittee.
AND
City of Culver City, California
Agenda Item Report
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner ____________________ and Commissioner
____________________ to the ____________________ Ad Hoc Subcommittee.
OR
Take no action at this time.
(Note: This motion may be made as many times as the Commission deems
appropriate.)
FISCAL IMPACT:
Parks, Recreation and Community Services Commission Ad Hoc Subcommittees do
not necessarily involve a significant amount of staff resources since meetings of
Members may occur without staff present. Typically, the majority of the work doneby
an Ad Hoc Subcommittee is accomplished by Members and not by staff.
However, standing subcommittees can involveasignificant amount ofstaff resources,
of which the amount is difficult to quantify. The majority of any related fiscal impact
would be absorbed within the PRCS Departmental budget. Given the current budget
issues facing the City, it is particularly important to allocate the even scarcerstaff and
financial resources to those areas which maintain the City’s core servicesconsistent
with the Council-Manager form of government.
MOTION:
That the Parks, Recreation and Community Services Commission:
1. Adopt respective motions related to the appointment of Commissioners to
various outside Associations and City Committees; and,
2. Dissolve/create certain Ad Hoc Subcommittees and adopt motions appointing
Commissioners to remaining/newly created Ad Hoc Subcommittees as deemed
appropriate.