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HomeMy WebLinkAbout8.3 Change to Action Based Minutes for Commissions G~� � �u � ir� �g �� s2 ��1 � � STAFF REPORT PARKS & COMMUNITY SERVICES COMMISSION DATE: November 16, 2015 T0: Honorable Chair and Commissioners FROM: Micki Cronin, Assistant Director of Parks and Communiry ��(,,(�' �pf,(,f��. Services SUB�ECT: Change to Acuon Based Minutes for Commissions and Advisory Committees By: I�honda Franklin,ManagementAnalyst IXECUTIVE SUMMARY: The Parks and Community Services Commission will receive a report on the proposal to change the format of ineeting minutes from summary minutes to acrion minutes for the Department's Commissions and Advisory Committees. FINANCIAL IMPACT: None RECOMMENDATION: Receive report. DESCRIPTION: In October 2015, the Human Services Division, which includes the Ciry's Communiry Development Block Grant (CDBG) and Human Services Grant programs, and the Human Services Commission,was assigned to the Parks and Community Services Department. The Parks and Community Services Department is now providing Staff support to five (5) advisory bodies: Heritage and Cultural Arts Commission, Human Services Commission, Parks and Community Services Commission, Senior Center Advisory Committee, and Youth Advisory Committee. As a result, Staff has developed a plan to streamline processes and gain efficiencies Department-wide while continuing to meet established requirements. Staff is required to keep a record of minutes of Commission and Advisory Committee meerings. This requirement, however, is not specific as to the format or content of the minutes. There are generally three formats for meering minutes: action, summary, or verbatim. Action minutes usually contain only the morion and the vote(s) with very litde, if any, narrarive. Suminary minutes include a narrarive of Commission, Staff, . and public comments. Verbatim minutes are a word-for-word transcript of the meeting. k ITEM NO: 8.3 Staff currently prepares summary minutes for the Commission and Advisory Committee meetings. The minutes are prepared within a week of the meeting and presented to the Commission for approval at the following meeting. The prepararion of summary minutes is very �ime-consuming and requires dedicated time for accurate transcription. It takes up to three (3) hours for each hour of the meeting to prepare the detailed summary minutes that are currendy being provided. Staff that prepare minutes are non-exempt employees. In order to maintain this schedule and level of detail with the addition of another Commission,it is estimated that overtime hours to prepare the meeting minutes may be required on an ongoing basis. In addition to the written meeting minutes that are prepared, the Commission discussions and actions are also captured by a fiill digital audio recording of the meeting. The acrion minutes would be presented to the Commission for approval, and then placed on the website along with the audio recording which can be referenced by Staff or the public to hear the Commission's discussion and direction for each item. By accepring action minutes as the official record for all of the Department's Commission and Advisory � Committee meetings, the City would realize the following benefits: • Staff would be able to prepare action minutes that would be available to the public the next business day. • The action minutes would be posted to the City's website with a link to the audio recording for each item providing easier access to the details of the meeting. • Action minutes would save Staff time to focus on other high priority projects and initiatives. As required by the Ciry's Record Retention Schedule, meeting minutes are permanent records. The City's website contains up to four years of ineeting minutes. Meeting minutes that are older than four years are contained in the City's records repository and are available to the public,as needed. f �' At the December 20,2011 City Council meeting, the City Council unanimously voted to approve the move to accept action minutes for City Council meetings. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACH M ENTS: 1. Sample Action Minutes 2. Current Summary Minutes Format 2of2 ATTACHMENT 1 SAMPLE OF ACTION MINUTES ,�'�� PARKS AND COMMUNITY SERVICES COMMISSION � REGULAR MEETING DUB�IN ' '` Minutes CITY OF DUBLIN luly 20, 2015 The July 20, 2015, Regular Meeting of the Parks and Community Services Commission was called to order at 7:00 PM at the Dublin Civic Center, Dublin,California, by Chair Totaro. PLEDGE OF ALLEGIANCE Chair Totaro led the Pledge of Allegiance. ROLL CALL Commissioners (Cm.) Present: Giannini,Thalblum,Totaro and Tucker Commissioner Absent: Ballesteros Commissioner-Elect Present: Tabaracci , ORAL COMMUNICATIONS 3.1 Administration of Oath of Office to newly appointed Student Representative Ms. Caroline Soto, City Clerk, administered the Oath of Office to newly appointed Student Representative, Ms. Sabrina Tabaracci. 3.2 BRIEF INFORMATIONAL ONLY REPORTS FROM THE SENIOR CENTER AND YOUTH ADVISORY COMMITTEES Senior Center Advisorv Committee Ms. Ramona Krausnick, Senior Center Advisory Committee Member, reported on the July 2, 2015, Advisory Committee meeting. Youth Advisory Committee , Ms. Micki Cronin, Assistant Director of Parks and Community Services, informed the Commission that the July 22, 2015, Youth Advisory Committee meeting has been cancelled. The Commission received the reports. � 3.3 PUBLIC COMMENTS—None � APPROVAL OF MINUTES 4.1 Regular Meeting June 15, 2015 On a motion by Cm. Thalblum, seconded by Cm. Tucker and by a vote of 3-0-2 with Commissioners Giannini and Tabaracci abstaining and Cm. Ballesteros absent, the Commission voted to approve the minutes of the regular meeting of June 15, 2015 as presented. Commissioners Giannini and Tabaracci abstained as they were not present for the Commission meeting. WRITTEN COMMUNICATIONS—None ` P&CSC Mihutes=lut�r�(i,lllil�_�!�rl,! PUBIIC HEARING—None UNFINISHED BUSINESS—None NEW BUSINESS 8.1 Spring Quarterly Report Ms. Lisa McPherson, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report pertaining to the Recreational and Leisure Activities, Preschool Program, Family Services and Special Events. The Commission received the report. OTHER BUSINESS 9.1 BRIEF INFORMATION ONLY REPORTS FROM PARKS&COMMUNITY SERVICES COMMISSIONERS AND/OR STAFF Brief information only reports were provided by Commissioners and Staff, including committee reports ;: and reports by Parks and Community Services Commission related meetings attended at City Expense (A61234). ADJOURNMENT Being no further business, the meeting adjourned at 7:36 PM. ' Minutes prepared by Jennifer Kransky, Senior Office Assistant. Antony Totaro Chairperson ATTEST: Micki Cronin Assistant Director of Parks and Community Services F ATTACHMENT 2 CURRENT SUMMARY MINUTES FORMAT �� PARKS AND COMMUNITY SERVICES COMMISSION � REGULAR MEETING ` Dl16LIN � ` ' Minutes CITY OF DUBLIN luly 20, 2015 The July 20, 2015, Regular Meeting of the Parks and Community Services Commission was called to order at 7:00 PM at the Dublin Civic Center, Dublin,California, by Chair Totaro. PLEDGE OF ALLEGIANCE Chair Totaro led the Pledge of Allegiance. ROLL CALL Commissioners (Cm.) Present: Giannini,Thalblum,Totaro and Tucker Commissioner Absent: Ballesteros Commissioner-Elect Present: Tabaracci ORAL COMMUNICATIONS 3.1 Administration of Oath of Office to newly appointed Student Representative Ms. Caroline Soto, City Clerk, administered the Oath of Office to newly appointed Student Representative, Ms. Sabrina Tabaracci. 3.2 BRIEF INFORMATIONAI ONLY REPORTS FROM THE SENIOR CENTER AND YOUTH ` ADVISORY COMMITTEES Senior Center Advisorv Committee Ms. Ramona Krausnick, Senior Center Advisory Committee Member, reported on the July 2, 2015, _ Advisory Committee meeting. The Advisory Committee received a report on the recap of the recent F' tours the Advisory Committee took of the Pleasanton Senior Center and the San Ramon Senior & f Community Center. Cm. Krausnick informed the Commission of the Senior Center 10th Anniversary Gala € on August 1, 2015 at 6:00 PM. Youth Advisorv Committee Ms. Micki Cronin, Assistant Director of Parks and Community Services, informed the Commission that the July 22, 2015, Youth Advisory Committee meeting has been cancelled. 3.3 PUBUC COMMENTS—None `' APPROVAL OF MINUTES 4.1 Regular Meeting June 15, 2015 On a motion by Cm. Thalblum, seconded by Cm. Tucker and by a vote of 3-0-2 with Commissioners Giannini and Tabaracci abstaining and Cm. Ballesteros absent, the Commission voted to approve the minutes of the regular meeting of June 15, 2015 as presented. Commissioners Giannini and Tabaracci abstained as they were not present for the Commission meeting. WRITTEN COMMUNICATIONS—None P&ESC Minutes—July 2�,2Q�5—Page�of 3 PUBLIC HEARING—None UNFINISHED BUSINESS—None NEW BUSINESS 8.1 Spring Quarterly Report � Ms. Lisa McPherson, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report pertaining to the Recreational and Leisure Activities, Preschool Program, Family Services and Special Events. Cm. Tucker asked how many Dublin residents attended the Teen Job Fair. Ms. McPherson estimated about 50%of the attendees were Dublin residents. Cm. Giannini commented on the anticipated increase of students at the Dublin middle schools and asked if the capacity in the Student Union program would increase to accommodate the additional students. Ms. McPherson stated the capacity of the program is dependent on the space the schools can provide. Chair Totaro stated he was pleased with the Youth Benefit Concert attendance. Chair Totaro asked for � clarification about the reduction in classes offered due to the Preschool program being held in the Shannon Community Center Multipurpose Room (MPR) and the effects on average attendance per class. Ms. Cronin stated the average class attendance is based on total registration and classes held. Classes that have not run in the past due to a lack of participants were not offered. Since fewer classes were offered,the average class attendance was up. Mr. Rich Jochner, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report pertaining to the Sports Programs, Aquatics and the Senior Center. Cm.Thalblum suggested offering a women's basketball �eague. Mr.Jochner stated a women's basketball league was offered many years ago, but the league ended as teams were not able to meet the minimum player requirement. Cm. Tucker commented on the decrease in teams for the bocce ball league. Mr. Jochner stated Staff has always offered two separate weeknight leagues. The last two spring quarters, the league has been one team short of holding a second night. Cm. Tabaracci stated she ran the Shamrock 5K Fun Run and Walk and was happy to see the registration increase. Cm.Thalblum noted that sections of the path are now tight due to the increase in attendance. ' Chair Totaro asked about the significant decrease in recreational swimming. Ms. Cronin stated the decrease in attendance has been attributed to the cooler weather during the spring season compared to the same nine days last year. OTHER BUSINESS 9.1 BRIEF INFORMATION ONLY REPORTS FROM PARKS&COMMUNITY SERVICES COMMISSIONERS AND/OR STAFF Cm. Tabaracci reported she has attended the Farmers' Market multiple times and was a judge for the Dublin Idol at the recent Farmer's Market. P&CSC Minutes—July 2�,�/J1i$(iage 3�f 3 Cm. Tucker reported he visited Emerald Glen Park and stated the field conditions were very good, and noted there was an old pest control sign in the Park. Cm. Tucker asked about impacts on the "splatter" festival from the construction. Ms. Cronin stated there will only be minor impacts to the layout. Chair Totaro informed Cm. Tabaracci that, as a soccer player, her feedback on the soccer fields would be beneficial to share with the Commission. Cm. Giannini informed the Commission that the Dublin Green Gators Swim Team is undefeated and participating in the League championships on Saturday,July 25, 2015. Cm. Thalblum reported she attended the July Senior Center Advisory Committee meeting, visited the Fallon Sports Park fields and heard many compliments on the field conditions. Chair Totaro asked about the status of the Recycled Water Project. Ms. Cronin stated the construction is on schedule to be completed toward the end of summer and that Staff anticipates the turf will recover when regular watering resumes. Chair Totaro asked about the Fallon Sports Complex timeline. Ms. Cronin stated the City is considering bidding the project in the fall. Ms. Cronin informed the Commission that Staff will be sending the Agenda Packets electronically beginning in August. ADJOURNMENT ` � Being no further business, the meeting adjourned at 7:36 PM. Minutes prepared by Jennifer Kransky, Senior Office Assistant. � Antony Totaro Chairperson ATTEST: Micki Cronin Assistant Director of Parks and Community Services �