City of Culver City, California
Agenda Item Report
Meeting Date: 11/08/10 Item Number: A-1
CITY COUNCIL AGENDA ITEM: Direction Regarding the Use of the Mike Balkman
Council Chambers by the Culver City Unified School District Board of Education.
Contact Person/Dept.: Martin R. Cole,
Assistant City Manager
Phone Number: (310) 253-6000
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (11/03/10); Culver City
Unified School District Superintendent’s Office (11/03/10); Culver City Unified School
District – Superintendent’s Office (11/03/10)
Department Approval:
Martin R. Cole (11/03/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (11/03/10)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (11/03/10)
City Manager Approval:
John M. Nachbar (11/03/10)
RECOMMENDATION:
Staff recommends the City Council consider the use of the Mike Balkman City
Council Chambers by the Culver City Unified School District Board of Education and
direct staff as deemed appropriate.
BACKGROUND:
Pursuant to City Council Policy No. 4008, the City Council Chambers may be used
as a meeting place or forum for other limited governmental purposes, including use
by other public agencies concerning public matters as authorized by the City.
Additionally, City Council Policy 3001 provides for a process by which the City
Council Chambers are made available for use.
On October 25, 2010, the City Council received public comment from Culver City
Unified School District Board of Education (CCUSD Board) Member Karlo Silbiger
who thanked the City Council for the Board’s use of the City Council Chambers for
one of their recent meetings and requested the City Council (1) agendize the matter
of authorizing the CCUSD Board to utilize the City Council Chambers as a regular
location for the CCUSD Board’s meetings and (2) waive the costs of such use.
City of Culver City, California
Agenda Item Report
DISCUSSION:
Pursuant to the City Council’s direction provided on July 26, 2010, the City
Manager’s Office transmitted a cost estimate for use of the City Council Chambers
to the Superintendent of the CCUSD. A copy of that cost estimate is attached for
the City Council’s information.
Subsequent to the receipt of the cost estimate, the CCUSD Board requested the use
of the City Council Chambers on a temporary (one-time) basis. As is customary
practice, the City made the City Council Chambers available for use to the CCUSD
Board free of charge because they are a governmental entity that represents Culver
City and the proposed use was on a temporary basis.
Should the City Council determine to authorize the ongoing use of the City Council
Chambers, the following issues need to be resolved:
(1) The CCUSD Board currently meets on the second and fourth Tuesday of
each month. The City’s Cultural Affairs Commission meets on the second
Tuesday of each month in the City Council Chambers; and,
(2) If a mutually convenient meeting schedule can be agreed upon, does the City
Council wish to grant the request made by the CCUSD Board and waive the
costs associated with such use?
FISCAL ANALYSIS:
The estimated costs associated with use of the City Council Chambers by the
CCUSD Board are contained in the attached cost estimate transmitted to the
CCUSD on August 17, 2010.
ATTACHMENTS
1. Staff Report from July 26, 2010
2. Minute Excerpt from the July 26, 2010 City Council Meeting
3. City Council Policy 3001
4. Cost Estimate
MOTION:
That the City Council: City of Culver City, California
Agenda Item Report
(1) Determine if a mutually convenient meeting schedule can be agreed upon;
AND
(2) (If a mutually convenient meeting schedule can be agreed upon) Determine if
the City Council wishes to authorize the use of the City Council Chambers by
the CCUSD Board
AND
(3) Determine if the City Council wishes to waive the costs associated with such
use.
MEETING DATE: November 8, 2010
AGENDA ITEM: Direction Regarding the Use by the Culver City Unified
School District Board of Education of the Mike Balkman Council
Chambers.
ATTACHMENTS
Pages|109| Staff Report of July 26, 2010 1-2
2. Minute Excerpt from City Council Mtg 3-4
3. City Council Policy 3001 5-6
4. Cost Estimate 7City of Culver City, California
Agenda Item Report
Meeting Date: 07/26/10 Item Number: A-1
CITY COUNCIL AGENDA ITEM: Direction Regarding the Use by the Culver City
Unified School District Board of Education of the Mike Balkman Council Chambers.
Contact Person/Dept.: Martin R. Cole, Phone Number: (310) 253-6000
Assistant City Manager
Fiscal Impact: Yes [1 No [X] General Fund: Yes [1 No l]
Public Hearing: [1 Action Item: [X] Attachments: []
Commission Action Required: Yes 0 No [X] Date:
Public Notification: (E-Mail) Agenda and Meetings — City Council (07/22/10)
Department Approval:
Martin R. Cole (07/20/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/21/10)
Chief Financial Officer Approval:
Jeff Muir (by M. NoIler) (07/21/10)
City Manager Approval:
P. Lamont Ewell (07/22/10)
RECOMMENDATION:
the use of the Mike Balkman City
School District Board of Education and
the City Council Chambers may be used
governmental purposes, including use
matters as authorized by the City.
public comment from a member of the
of Education (CCUSD Board) regarding the
Mike Balkrnan Council Chambers to hold
the City Council directed staff to agendize
public comment from a second member
from the approved minutes from both the
meetings are attached for the City
Staff recommends the City Council consider
Council Chambers by the Culver City Unified
direct staff as deemed appropriate.
BACKGROUND:
Pursuant to City Council Policy No. 4008,
as a meeting place or forum for other limited
by other public agencies concerning public
On May 24, 2010, the City Council received
Culver City Unified School District Board
subject of the CCUSD Board using the
CCUSD Board meetings. At that time,
this item for the City Council's discussion.
On June 7, 2010, the City Council received
of the CCUSD Board. Copies of excerpts
May 24, 2010 and June 7, 2010 City Council
Council's information.City of Culver City, California
Agenda Item Report
DISCUSSION:
Based upon the different comments received from the two CCUSD Board Members,
it remains unclear what direction (if any) the CCUSD Board has provided to the
Superintendent related to this subject. Because of this lack of clarity, the City
Council may wish to consider the following options:
(1) Take no action until such time as the CCUSD Board of Education submits a
clear, formal request for the City Council to consider use of the CCUSD Board
to hold their meetings;
OR
(2) Direct staff to develop a cost estimate for use by the CCUSD Board as they
formulate providing direction to the Superintendent and authorize the City
Manager to transmit such cost estimate to the Superintendent.
FISCAL ANALYSIS:
There is no fiscal impact created by the discussion of this item by the City Council.
Should the CCUSD Board make a formal request to utilize the Mike Balkman
Council Chambers for their meetings, then the related fiscal impacts to the City will
be provided at the time the City Council considers such a request.
MOTION:
That the City Council:
(1) Take no action until such time as the CCUSD Board of Education submits a
clear, formal request for the City Council to consider use of the CCUSD Board
to hold their meetings;
OR
(2) Direct staff to develop a cost estimate for use by the CCUSD Board as they
formulate providing direction to the Superintendent and authorize the City
Manager to transmit such cost estimate to the Superintendent.July 26, 2010
Item A-6
(continued)
Discussion continued between the City Council and staff
regarding proposed motions made by Councilmember Weissman.
These include directing that the City Manager work with the
Civil Service Commission to come up with a proposal with
regard to any oversight role that the City Council wishes
for the Civil Service Commission and to have with Civil
Service rules amended to be consistent;, and that staff
return with the implementing ordinance and resolutions
consistent with modifications discussed for final review
and approval.
Heather Baker, Deputy City Attorney, clarified that staff
had received policy direction during the City Council
discussion and would bring back revised documents but
nothing would take affect tonight.
Discussion continued regarding the provision related to
City Attorney opinions; standard conditions of approval;
direction to staff to incorporate comments; and options
available to the City Council.
o0o
Item A-1
Direction Regarding the Use by the Culver City Unified
School District Board of Education of the Mike Balkman
Council Chambers.
Martin Cole, Assistant City Manager/City Clerk, provided a
summary of the material of record, noting that he had
received written correspondence from Karlo Silbiger and
Steven Gourley, Culver City School Board members.
Mayor Armenta invited public participation.
16July 26, 2010
Item A-1
(continued)
The following member of the audience addressed the Council:
Patricia Jaffe, Interim Superintendent, Culver City Unified
School District, presented an official request that the
City Council allow a School Board meeting in Council
Chambers between September and October; she expressed
concern about conflicts with regular meetings; discussed
responsibility for costs; and she clarified that she was
not aware of anyone on the School Board who was not in
favor of the request.
Martin Cole, Assistant City Manager/City Clerk, read
written comments submitted by:
Steven Gourley
Karlo Silbiger
MOVED BY COUNCILMEMBER WEISSMAN, SECONDED BY COUNCILMEMBER
MALSIN AND UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL
DIRECT STAFF TO DEVELOP A COST ESTIMATE FOR USE BY THE
CCUSD BOARD AS THEY FORMULATE PROVIDING DIRECTION TO THE
SUPERINTENDENT AND AUTHORIZE THE CITY MANAGER TO TRANSMIT
SUCH COST ESTIMATE TO THE SUPERINTENDENT.
o0o
17CITY OF CULVER CITY
COUNCIL POLICY STATEMENT Policy Number 3001
General Subject: Administration Date Issued 1/23/95
Specific Subject: Scheduling of Council Chambers Effective Date 1/24/95
Resolution No. 95-R005
PURPOSE:
To establish policy regarding the use of the City Council Chambers by other City
Committees, Commissions, or authorized parties, and to delineate the policy for
scheduling when City holidays occur.
STATEMENT OF POLICY:
The City Council Chambers shall be the primary location for City Council and
Redevelopment Agency meetings, and as such the City Council and Redevelopment
Agency shall have priority in the scheduled use of the facility at all times. Subordinate
priority shall be given to Commissions and Boards, followed by Committees and then
other organizations.
Other Committees, Commissions, staff functions or authorized organizations may be
regularly scheduled in the Council Chambers when the City Council or the
Redevelopment Agency is not meeting there. The regular scheduled use of the Council
Chambers shall be controlled and maintained by the Secretary to the Chief Administrative
Officer.
Occasional use by any City department or division, or authorized civic organization, is
permitted when the Chambers are otherwise vacant. Scheduling in advance must be
arranged through the Secretary to the Chief Administrative Officer. In the event of
conflicts in scheduling requests, priority shall be given to those regularly scheduled City
organizations, followed by other authorized parties on a first-come, first-served basis.
In the event a City Holiday falls on the day of a regularly scheduled meeting, the meeting
shall be scheduled for the following business day. Therefore, if a City
Council/Redevelopment Agency 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 or Committee meeting scheduled for the City Council Chambers. The
preempted party may be moved to another location, or may be rescheduled according to
that Commission or Committee's meeting policy. In the event a regularly scheduled
Commission meeting is moved forward by a City Holiday, and would conflict withanother 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.
PROCEDURES:
Approval for the use of the Council Chambers shall be obtained by scheduling through
the Secretary to the Chief Administrative Officer. Requests may be made by calling or
writing to the Secretary.
Special arrangements for seating or tables must be submitted in writing at least five (5)
working days in advance for distribution to the Building Maintenance Foreman and
Custodian. Specific arrangements for tables, chairs or other equipment should be clearly
indicated by the requesting party. The Custodian shall prepare the room and have it open
for use at the appropriate time.
ccIp3001
page 2 of 2From: Kinnon, Patrice [mailto:patrice.kinnon@culyercity.org]
Sent: Tuesday, August 17, 2010 4:52 PM
To: irebeccawilliams@ccusd.orgi
Subject: Cost Estimates
Hi Rebecca,
Here is the cost estimates from staff regarding using the council chambers:
A/C $61 per month
Lighting $22 per month
Equipment $50 per month
Doug Nielsen $480 per month
Plus overtime for our Maintenance Operation's staff worker if meetings go beyond 10:30 pm. in
addition, there is potential conflict on the second Tuesday of each month when the Cultural Affairs
Commission has their meeting in the Chamber.
If the Board was to use the Chamber beyond the one date of September 28 th, they will have to
formally make that request to council.
Thank you.
Patrice Kinnon
Executive Assistant to the City Manager
City of Culver City
310.253.6009
patrice.hinnon@culvercitv.or
file://CADocuments and Settings\patrice.kinnon\My Documents\CCUSD\RE Cost Estirnat, 11/3/2010