City of Culver City, California
Agenda Item Report
Meeting Date: _08/07/12___ Item Number: _A-1
PRCS COMMISSION AGENDA ITEM:(1) Adoption of Motions Appointing
Commissioners to Various Outside Agency Boards, City Committees and Other
Related Bodies; and, (2) Dissolution/Creation of Certain 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: [X]
Public Notification: Public Notification: (Email) Meetings and Agendas – Parks,
Recreation and Community Services Commission (08/02/12).
Department Approval:Dan Hernandez
(07/31/12)
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 to various outside Agency
Boards, City Committeesand other related bodies; and, (2) dissolve/create certain
Ad Hoc Subcommittees and adopt motions appointing Commissioners to
remaining/newly created Ad Hoc Subcommittees.
REORGANIZATION 2012:
At the July 3, 2012 meeting of the Parks, Recreation and Community Services
Commission, the Fiscal Year 2012/2013 Commission reorganization was initiated
when Vice Chair Laura Stuart was elected Chair and Commissioner Mary Ann
Greene was elected Vice Chair of the PRCS Commission (moved by Commissioner
Hudson; seconded by Chair Kim; passed 4 – 0, excused absence/Yanda). In
consideration of the excused absence of Commissioner Yanda, there was
consensus that the remaining elements of the reorganization be continued to the
August 7, 2012 meeting so that all could be present for Commissioner
Appointmentsand to participate inthe dissolution/creation of certain Ad Hoc
Subcommittees.
City of Culver City, California
Agenda Item Report
1. Appointment of Commissioners to Outside Agency Boards, City Committees, and
Other Related Bodies.
Each year the Commission reviews the list Commissioner appointments as liaison
representatives to various committees and organizations, and considers appointing
one or two Commissioners to work with staff members and to ensure Commission
representation on all issues relating to parks, recreation and community services.
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 Commissioner Stuart,
Delegate, and Commissioner Yanda, 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).
(2) La Ballona Creek Renaissance
The currentDelegate to the La Ballona Creek Renaissance is Commissioner Yanda
and Commissioner Kim is 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.
(3) Senior Citizens’ Association Board of Directors
The current Delegate to the Senior Citizens’ Association Board of Directors
isCommissionerGreene and Commissioner Yanda isAlternate 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 of Culver City, California
Agenda Item Report
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 Commissioner Stuart is Alternate
Delegate.
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.
(5) City Committee - Disability Advisory Committee
The currentDelegate to the Disability Advisory Committee is Commissioner Kimand
Commissioner Hudson is Alternate Delegate.
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. Dissolution/Creation of Certain Ad Hoc Subcommittees and Adoption of Motions
Appointing Commissioners to Remaining/Newly Created Ad Hoc Subcommittees.
On September 6, 2011, pursuant to guidance provided by the City Attorney’s Office,
the PRCS Commission took action to dissolve all of the existing PRCS Commission
Subcommittees and, where appropriate, form ad hoc subcommittees. This action
was related to regulations set forth in the Brown Act that state that 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.
In contrast, 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.
City of Culver City, California
Agenda Item Report
At the July 3, 2012 Commission meeting, a question was raised as to the accuracy
of the staff report with regard to the listing of the Fiscal Year 2011/2012
Commissioner Appointments. The listing of Appointments was made based on the
approved meeting minutes of the September 6, 2011 PRCS Commission meeting
(relevant excerpt attached). The September 6, 2011 meeting minutes were
approved at the November 1, 2011 Commission meeting(moved by Commissioner
Yanda; seconded by Vice Chair Stuart; passed 4 – 0, excused
absence/Greene).However, to ensure the accuracy of the information being
presented to the Commission, staff took the additional step of cross-referencing the
attached meeting minutes with the September 6, 2011 Webcast, which is available
for viewing at http://www.culvercity.org/agenda.aspx. No discrepancies were found
between the approved September 6, 2011 meeting minutes and the Webcast.
COMMISSION AD HOC SUBCOMMITTEES
(6) Commission Ad Hoc Subcommittee – Culver City Youth Advisory
Committee
Commissioners Hudson and Greene are currently serving on this Ad Hoc
Subcommittee. The purpose of the Culver City Youth Advisory Committee Ad Hoc
Subcommitteeis to work with staff and the City Council’s Youth Advisory
Subcommittee to create a Youth Council using the Youth Making Changes
infrastructure at the Teen Center. However, the City Council dissolved their Youth
Advisory Subcommittee at the May 7, 2012 City Council meeting. Therefore, staff is
recommending that the Commission dissolve this Ad Hoc Subcommittee.
Recommended Motion: That the Parks, Recreation and Community Services
Commission hereby dissolves the Culver City Youth AdvisoryCommittee Ad Hoc
Subcommittee.
(7) Commission Ad Hoc Subcommittee –CC Giving Donation/Sponsorship
Program
Commissioners Stuart and Yanda are currently serving on this Ad Hoc
Subcommittee. The purpose of the CC Giving Donation/Sponsorship Program is to
work with staff to develop promotional materials for the Program. This project is
nearing completion and is a topic of discussion at this evening’s Commission
meeting.
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner ____________________ and Commissioner
____________________ to the CC Giving Donation/Sponsorship Ad Hoc
Subcommittee. City of Culver City, California
Agenda Item Report
(8)Commission Ad Hoc Subcommittee – Community Gardens
Commissioners Greene and Kim are currently serving on this Ad Hoc
Subcommittee. The purpose of the Community Gardens Ad Hoc Subcommittee is to
work with community groups as advisors to assist such groups in forming new
community gardens. To staff’s knowledge, no community groups have approached
the members of the Commission Ad Hoc Subcommittee since its formation in 2011.
Therefore, staff is recommending that the Commission dissolve this Ad Hoc
Subcommittee.
Recommended Motion: That the Parks, Recreation and Community Services
Commission hereby dissolves the Community Gardens Ad Hoc Subcommittee.
(9) Commission Ad Hoc Subcommittee – Community Conversations – Topic #3
Commissioners Greene and Kim are currently serving on this Ad Hoc
Subcommittee. Community Conversations – Topic #3 was presented at the May 1,
2012 PRCS Commission meeting. It was titled, “Healthy Living in Tough Times:
Identifying and Coping with Stress from Financial Hardships” and featured Guest
Speakers Michael Tolwin, MD; Kathleen Lally-Arena, RN, MSN, FNP; and Harry
Mitterbauer, BS, NASM-PES, CES.
At the September 6, 2011 Commission meeting, a suggestion was made by the
representative of the City Attorney’s Office that one way to structure the Community
Conversations Ad Hoc Subcommittee andremain incompliance with the Brown Act is
to dissolve the Ad Hoc Subcommittee each time a presentation on one topic has
been accomplished and form a new Subcommittee to plan, organize and stage the
presentation on the next topic.Therefore, staff is recommending that the Commission
dissolve this Ad Hoc Subcommittee and form the Community Conversations – Topic
#4 Ad Hoc Subcommittee.
Recommended Motion: That the Parks, Recreation and Community Services
Commission hereby dissolves the Community Conversations – Topic #3 Ad Hoc
Subcommittee and forms the Community Conversations – Topic #4 Ad Hoc
Subcommittee.
AND
Recommended Motion: That the Parks, Recreation and Community Services
Commission appoint Commissioner ____________________ and Commissioner
____________________ to the Community Conversations – Topic #4 Ad Hoc
Subcommittee.
City of Culver City, California
Agenda Item Report
FISCAL IMPACT:
Parks, Recreation and Community Services Commission Ad Hoc Subcommittees
involve a significant amount of staff 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.
ATTACHMENT
Excerpt of the September 6, 2011 PRCS Commission Approved Meeting Minutes
for Agenda Item A-1; Page 4 of 8.
MOTION:
That the Parks, Recreation and Community Services Commission:
Adopt respective motions related to the appointment of Commissioners to
various outside Agency Boards, City Committees and other related bodies and
dissolve/create certain Ad Hoc Subcommittees and adopt motions appointing
Commissioners to remaining/newly created Ad Hoc Subcommitteesas those
motions are enumerated in the staff report.
MEETING DATE: August 7, 2012
AGENDA ITEM: (1) Adoption of Motions Appointing Commissioners to
Various Outside Agency Boards, City Committees and
Other Related Bodies; and, (2) Dissolution/Creation of
Certain Ad Hoc Subcommittees and Adoption of
Motions Appointing Commissioners to Remaining/Newly
Created Ad Hoc Subcommittees.
ATTACHMENT
Page
Excerpt of the September 6, 2011 PRCS Commission
Approved Meeting Minutes for Agenda Item A-1; Page 4 of 8.
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