City of Culver City, California
Parks, Recreation and Community Services Commission Agenda Item Report
Meeting Date: _05/05/09__ Item Number: _A-2
AGENDA ITEM: Recommendations for Future Discussions Regarding the Duties
and Responsibilities of the Parks, Recreation and Community Services
Commission.
Contact Person/Dept.: Bill La Pointe,
PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: PRCS Master Email Notification List (04/30/09).
Department Approval: Bill La Pointe,
PRCS Manager (04/29/09)
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 make recommendations for future discussions regarding the duties and
responsibilities of the Parks, Recreation and Community Services Commission as
related to the 2007 City Council Policy on City Commissions and the discussions
beginning in the fall of 2008, and receive and file the report.
BACKGROUND/DISCUSSION:
Since its incorporation in 1917, the City of Culver City has grown in both size and
population. During this time, the City was governed under the City Council-Chief
Administrative Officer form of government.
On April 11, 2006, the voters of Culver City approved a new City Charter (New
Charter) that became effective on July 1, 2006. This document was provided to the
Commission at its July 5, 2008 meeting as Attachment A to Agenda Item A-6.
Among several significant changes implemented as part of the New Charter, the
following provision related to the City’s Commissions was adopted:
SECTION 1100. IN GENERAL - The City Council may, by Ordinance, establish and abolish
such commissions and boards as it may determine, from time to time, to be necessary for the
effective and efficient governance of the City, to encourage citizen participation in local
government and maintain positive human relations in the community.
Given this provision in the New Charter, The City Council has the opportunity to
review the City’s Commissions as it considers the existing regulations in the Culver
City Municipal Code (CCMC), as well as current City Council Policies and
Resolutions. In addition, at a facilitated meeting held in February 2007 where all City
Council Members and City Commissioners were invited (and some attended), the
City Council discussed the operations of the City Commissions and considered
several insightful comments by City Commissioners.
City of Culver City, California
Parks, Recreation and Community Services Commission Agenda Item Report
As a result of these meetings, on May 27, 2007 the City Council adopted Resolution
No. 2007-R029, City Council Adopted Policy 2007-01, entitled “City Commissions,”
which provides Commissioners guidelines for Code of Conduct, Interaction with the
City Council and Staff, and other topics (Attachment A).
On April 8, 2008, a municipal election was held and three community members were
elected as new Council Members and were seated on April 28, 2008. At the May
27, 2008 City Council meeting the Council consensually gave direction to staff to
have each of the Commissions appoint two (2) Commissioners to represent each
Commission as a Council/Commission Subcommittee for the purpose of
representing their Commission in discussions with the Council/Commission
Subcommittee of the City Council regarding Council/Commission/Staff working
relationships.
At the June 3, 2008 Parks and Recreation Commission meeting, the Commission
took action to form a Council/Commission Subcommittee to serve in this capacity.
Chair Cooper and Commissioner Daly Redholtz were selected as the members of
this Subcommittee in order to represent the Parks and Recreation Commission at
future Council/Commission Subcommittee meetings.
September 23, 2008 Council/Commission Subcommittee Meeting
The Subcommittees of the City Council and the Parks, Recreation and Community
Services Commission regarding Council-Commission relationships met (with staff
present) on Tuesday, September 23, 2008 from 6:30 - 7:50 p.m. At the October 7,
2008 PRCS Commission meeting, the Commission Subcommittee more fully
informed the rest of the Commission regarding the issues that were discussed
including:
o Communication
o Sensitivity
o Role of the Commission
o Responsiveness in getting recommendations back to staff and/or City Council
o Format of the meeting minutes
o The provision of water at the Commission meetings for Commissioners
October 21, 2008 Council/Commission Subcommittee Meeting
The Subcommittees of the City Council and the Parks and Recreation Commission
regarding Council-Commission relationships met (with staff present) on Tuesday,
October 21, 2008 at 6:30 p.m. So this Commission may have an open discussion of
the issues, staff encouraged the Commission Subcommittee to more fully inform the
rest of the Commission regarding the issues and details discussed at that meeting.
One primary part of the discussion was the duties and responsibilities of the PRCS
Commission. City of Culver City, California
Parks, Recreation and Community Services Commission Agenda Item Report
October 29, 2008 Council/Commission Subcommittee Meeting
Discussion was held on the Commission’s changing role and responsibilities from
the past. Comparisons and contrasts were made relative to the current but long-ago
written “Duties and Responsibilities of the Human Services Commission” document.
It was agreed to by all present that further discussion and refinement needs to be
considered in future meetings.
January 6, 2009 PRCS Commission Meeting
At the January 6, 2009 Parks, Recreation and Community Services Commission,
there was Commission consensus that the duties and responsibilities of the PRCS
Commission (formerly the “Parks and Recreation Commission”), as stated in the
Culver City Municipal Code, be brought before the Commission for discussion.
February 3, 2009 PRCS Commission Meeting
At the February 3, 2009 meeting, the sections of the Culver City Municipal Code
relating to the Parks, Recreation and Community Services Commission were
provided to the Commission for review and discussion (Attachment B).
March 3, 2009 PRCS Commission Meeting
At the March 3, 2009 meeting, the Commission received a (brief) summary of the
points discussed at the Council/Commission Subcommittee meetings held on
September 23, October 21 and October 29, 2008 was provided to the Commission
(Attachment C). During the discussion, Council/Commission Subcommittee
members stated, and received consensus from the Commission, that this dialogue
between the subcommittees of the City Council and the PRCS Commission should
be ongoing. It was agreed that the process of clarifying the Commission’s “Powers
and Duties” had just begun and the Commission’s role needed to be more fully
developed and further defined.
April 7, 2009 PRCS Commission Meeting
At the April 7, 2009 meeting, Council/Commission Subcommittee members indicated
that the minutes of the March 3
rd
meeting relating to this item did not reflect
important details of the discussion. As requested by the Commission, the meeting
minutes were revised and have been re-submitted for approval at this evening’s
meeting.
April 10, 2009 PRCS Commission – Council/Commission Subcommittee Meeting
At the April 10 2009 meeting of the Commission’s Council Commission
Subcommittee, Vice Chair Daly Redholtz and Commissioner Cooper reviewed the City of Culver City, California
Parks, Recreation and Community Services Commission Agenda Item Report
following points which had been brought forward at the March 3
rd
Commission
meeting. It was the consensus of the Commission at that time that these items
relating to the “Powers and Duties” of the Commission should be brought to the
attention of the Council’s Council/Commission Subcommittee and the full City
Council:
• Sex and Age Discrimination: Age and sexual orientation should be added to
the Commission’s “Powers and Duties” under the programs and plans designed
to promote full acceptance of all citizens.
• Playground Maintenance: Under “E” in the current “Powers and Duties,” the
phrase “to study and, from time to time, make recommendations for the proper
care and maintenance of playgrounds…” is too vague; this needs to be clarified.
• Trees: It is important that the appeals process for citizens who want to plant
different types of trees and/or remove trees on City property or the public right-of-
way continues to be within the Commission’s purview.
• Fees: The Commission would like more consistency with regard to when
policies regarding fees should be considered by the Commission before being
recommended to the City Council. Perhaps the Commission’s “Powers and
Duties” should be revised to include a section regarding to the Commission’s role
in recommending fees and fee policies to the City Council.
• Commissioner Attendance: The process to relieve someone from service on
the Commission due to poor attendance should be outlined in the Municipal
Code.
• Parking decals: The members of the Commission would like to have parking
decals that permit them to park at City facilities.
• Human Relations/Community Services: Clarification is needed as to what the
Commission should be looking at in terms of issues/complaints/policies.
The Commission may choose to discuss and possibly expand upon these and other
issues pertaining to the Commission’s “Powers and Duties.” In addition, the
Commission may want to discuss the scheduling of future meetings of the
Council/Commission Subcommittee and the timeline for bringing these items to the
attention of the City Council. Staff will report on any meetings that have been or will
be held with the Council and City staff who work with the various City commissions.
City of Culver City, California
Parks, Recreation and Community Services Commission Agenda Item Report
FISCAL ANALYSIS:
There is no fiscal impact associated with the discussion of this agenda item.
ATTACHMENTS:
A. City Council Adopted Policy 2007-01, entitled “City Commissions”
B. Sections of the Culver City Municipal Code Relating to the Parks, Recreation and
Community Services Commission
C. Brief Notes from Previous Council/Commission Subcommittee Meetings
MOTIONS:
That the Parks, Recreation and Community Services Commission:
1. Make recommendations for future discussions regarding the duties and
responsibilities of the Parks, Recreation and Community Services Commission
as related to the 2007 City Council Policy on City Commissions and the
discussions beginning in the fall of 2008; and,
2. Receive and file the report.
MEETING DATE: May 5, 2009
AGENDA ITEM: Recommendations for Future Discussions Regarding
the Duties and Responsibilities of the Parks,
Recreation and Community Services Commission.
ATTACHMENTS
Pages
A. City Council Adopted Policy 2007-01, entitled “City
Commissions”
1 - 5
B. Sections of the Culver City Municipal Code Relating to the
Parks, Recreation and Community Services Commission
6 - 7
C. Brief Notes from Previous Council/Commission
Subcommittee Meetings
8 - 9
ATTACHMENT A
05/05/09 - Page 105/05/09 - Page 205/05/09 - Page 305/05/09 - Page 405/05/09 - Page 5ATTACHMENT B
05/05/09 - Page 605/05/09 - Page 7BULLET NOTES FROM THE COUNCIL/PARKS, RECREATION AND COMMUNITY SERVICES COMMISSION
SUBCOMMITTEE MEETINGS OF SEPTEMBER 23, OCTOBER 21 AND OCTOBER 29, 2008:
Role:
• The Commission’s duties are quite diverse and broad.
• Advise on policy matters relating to parks, recreation and community services, and in other
specific matters as directed by the Council.
• Commission is eyes and ears of the community.
• Commission subcommittee believes it should continue to handle the requests for tree removal in
the public right-of-way.
• Commission feels it is being asked to “rubber stamp” items.
• Commission feels it has been “bypassed” on several issues that fall within its purview.
• Suggestion that Commission be utilized earlier in process.
• Commission believes music and entertainment in the parks that is part of a City-wide event is
within Commission’s purview.
• Language in CCMC relating to the “human relations” role of the Commission should include age
and sexual orientation and should encourage involvement of the diverse community in PRCS
programs.
Communication:
• Commissioners would like to have clear and specific communication from Council as to what is
expected of them regarding specific issues on which the Council would like advice and
recommendations.
• Commission would like to see the PRCS related Committees (i.e. Fiesta and MLK) give reports to
the Commission and not only the Council. Would like to see the public receive more education
on the role of the Commission.
• Commission would like the Council to be more informed about the dates of all of the
Commission meetings.
• Council should receive status reports as to what the Commission is doing.
• Communication with Council as to a realistic timeframe to get issues/items through the
Commission process before returning to Council.
Responsiveness:
• Suggestion that the Commission move its items along in good time and not unnecessarily push
items to a future time or deliberate too long on items, thereby causing Council to wait for them
longer than necessary.
• Commission feels challenged in trying to get the reports and information it needs to be able to
give input to the Council in a timely manner.
• Commission concerned about artificial deadlines.
Commission Subcommittee would like to see a policy setting forth the length of time to respond to
Commission emails.
ATTACHMENT C
05/05/09 - Page 8
Minutes:
• Commission is not satisfied with “action” minute format.
• Suggests that the minutes reflect something of the reasoning of the Commission in arriving at a
decision and not just the vote. (This has been summarily handled through the recently
established Commission process of delegating comment to Council by two appointed
Commissioners on items that have already been discussed and decided upon.)
Other:
• Commissioners should have bottled water provided for them at meetings.
• Absence from meetings needs to be addressed.
• Commission subcommittee does not believe parking decals should be taken away.
05/05/09 - Page 9