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CC - (1) Consideration of a Request from the Culver City Unified School District to Utilize the Mike Balkman Council Chambers for the Board of Education’s First Regular Meeting Held on the Second Tuesday of Each Month; and (2) (If Desired) Consideration of Updating City Council Policy 3001 (Scheduling of Council Chambers).
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Contact Person/Dept: Martin R. Cole/CClk
Phone Number: 310-253-5851
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/23/15); (E-Mail) Culver City Unified School District - Superintendent’s Office (09/23/15)
Department Approval: Martin R. Cole, Assistant City Manager/City Clerk
(09/21/15)
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RECOMMENDATION
Staff recommends the City Council: (1) consider a request from the Culver City Unified School District (CCUSD) to utilize the Mike Balkman Council Chambers (Chambers) for the Board of Education’s (Board) first Regular Meeting held on the second Tuesday of each month; and (2) (If Desired) consider updating City Council Policy 3001 (Scheduling of Council Chambers).
BACKGROUND
At the May 26, 2015 Regular Meeting of the City Council, the City Council provided support of a request made by Council Member Sahli-Wells for the Cultural Affairs Commission (CAC) to consider changing the date of their Regular Meeting in response to a request from the CCUSD Board to utilize the Mike Balkman Council Chambers for the Board’s first regular meeting of each month (held on the second Tuesday of each month - which date conflicts with the current regular meeting date of the CAC).
Pursuant to that direction, the CAC considered the request at their Regular Meeting held on Tuesday, July 14, 2015. After discussion, the CAC took the following action:
MOVED BY COMMISSIONER WILLIAMS AND SECONDED BY COMMISSIONER SMALL THAT THE CULTURAL AFFAIRS COMMISSION CHANGE THE REGULAR MEETING DATE FOR THE CULTURAL AFFAIRS COMMISSION TO THE THIRD TUESDAY OF EACH MONTH PROVIDED THAT COMMISSIONER DICKTER CAN MAKE THAT CHANGE IN SCHEDULE, AND IF NOT THE ITEM WILL RETURN TO THE COMMISSION FOR DISCUSSION IN AUGUST. THE MOTION CARRIED BY THE FOLLOWING VOTE:
AYES: CHERRY, KLEIN, SMALL, WILLIAMS
NOES: NONE
ABSENT: DICKTER
Subsequent to the meeting, Commissioner Dickter confirmed his schedule would accommodate the requested change.
In addition to the above, the City Council may wish to consider the following. CAC staff would like to hold the November, 2015 CAC meeting in the traditional meeting location (the Chambers) on the traditional meeting date (November 10, 2015) to allow for the presentation of the Performing Arts Grant Program award recommendations to be televised live and recorded.
DISCUSSION
On January 23, 1995, the City Council adopted Resolution 95-R005 which, among other things, approved City Council Policy 3001 (Scheduling of Council Chambers). That policy provides (in pertinent part) the following:
“The City Council Chambers shall be the primary location for City Council…meetings, and as such the City Council…shall have priority in the scheduled use of the facility at all times. Subordinate priority shall be given to Commissions…followed by other organizations…”
“…If a City Council…meeting is moved forward by a City Holiday, or an adjourned or special meeting is scheduled, the City Council meeting shall preempt any other Commission…meeting scheduled for the City Council Chambers. The preempted party may be moved to another location, or may be rescheduled according to that Commission[‘s]…meeting policy. In the event a regularly scheduled Commission meeting is moved forward by a City Holiday, and would conflict with another regularly scheduled Commission, the previously scheduled Commission shall have priority for the Chambers, and the preempted Commission may be moved to another location unless there are prior agreements between the Commissions…”
[Note: It has been a long standing practice that Committees and Boards do not meet in the Chambers.]
Should the City Council determine to grant the request of the CCUSD, staff is requesting guidance on how to resolve any conflicts in Council/Commission/CCUSD Board meeting dates that may be impacted by City Holidays and/or adjourned/special meetings of the City Council. Under City Council Policy 3001, the Chambers are utilized in the following priority:
1. City Council
2. City Commissions
3. Other Organizations (including the CCUSD Board)
The City Council may wish to consider the following options (presented in no particular order):
1. Retain the priority as set forth in City Council Policy 3001
2. Determine to alter the priority (in which case staff would amend City Council Policy 3001 and present it to the City Council at a future Council Meeting for consideration).
Under the current practice, the CCUSD Board meets in the Chambers on the fourth Tuesday of each month. The CCUSD bears the costs of broadcasting and recording the meeting (though a separate arrangement with the same company that provides recording services for the City Council and Commission meetings). The City does not charge the CCUSD for miscellaneous costs (which are minimal) related to holding the meeting in the Chambers (for example; utilities, staff to open/close the Chambers - such staff is already on duty). In the case the City Council determines to grant the request of the CCUSD, staff would request guidance on whether the same practices would apply to the additional meeting or if some other practice is desired.
FISCAL ANALYSIS
Granting the request of the CCUSD would result in an additional meeting being held in the Chambers per month. As referenced above, there would be costs (e.g. utilities) that would be associated with that additional meeting. The amount of those costs are expected to be minimal.
ATTACHMENTS
1. Request from CCUSD Dated May 13, 2015
2. City Council Policy 3001 (Scheduling of Council Chambers)
RECOMMENDED MOTIONS
That the City Council:
(1) Consider a request from the Culver City Unified School District to utilize the Mike Balkman Council Chambers for the Board of Education’s first Regular Meeting of each month; and,
(2) (If desired) consider updating City Council Policy 3001 (Scheduling of Council Chambers); and,
(3) (If desired) provide guidance on allocation of costs to the CCUSD.