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Home My WebLink About8.3 Change to Action Based Minutes for Commissions and Advisory Committee, fi��B G� � Itt � tll '�� '�""�'�� STAFF REPORT �'��iro��`� HERITAGE AND CULTURAL ARTS COMMISSION DATE: December 10, 2015 TO: Honorable Chair and Commissioners -, ,- � � �_ __r__�____.___ FROM: Tegan McLane, Cultural Arts and Heritage �' � Manager `� ' �- SUBJECT: Change to Action Based Minutes for Commissions and Advisory Cominittees By: Rhonda Franklin,ManagementAnaly.rt EXECUTIVE SUMMARY: The Heritage and Cultural Arts Commission will receive a report on the proposal to change the format of meeting minutes from summary minutes to action minutes for the Department's Commissions and Advisory Cominittees. FINANCIAL IMPACT: None. RECOMMENDATION: Receive the report. DESCRIPTION: In October 2015, the Human Services Division, which includes the Ciry's Community Development Block Grant (CDBG) and Human Services Grant programs, and the Human Services Commission,was assigned to the Parks and Communiry Services Department. The Parks and Communiry Services Department is now providing Staff support to five (5) advisory bodies: Heritage and Cultural Arts Coininission, Human Services Commission, Parks and Communiry Services Commission, Senior Center Advisory Committee, and Youth r,dvisory Cotnmittee. 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 Cominission and Advisory Coinmittee meetings. This requirement, however, is not specific as to the format or content of the minutes. There are generally three formats for meeting minutes: action, suininary, or verbatun. Action minutes usually contain only the morion and the vote(s) with very litde, if any, narrative. Sumrnary minutes include a narrative of Commission, Staff, and public comments. Verbatim minutes are a word-for-word transcript of the meeting. ITEM N0: 8.3 i Staff currendy prepares summary minutes for the Commission and Advisory Coinmittee meetings. The minutes are prepared within a week of the meeting and presented to the Commission for approval at the following meeting. The preparation of summary minutes is very time-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 currently 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 full digital audio recording of the meering. 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 Coinmission's discussion and direction for each item. By accepting action minutes as the official record for all of the Department's Commission and Advisory Coiniiuttee meerings, the City would realize the following benefits: • Staff would be able to prepare action minutes that would be available to the public within two business days. � 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. r,s required by the City'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 oldex than foux years are : contained in the City's records repository and are available to the public,as needed. 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. ATT'ACHMENTS: 1. Sample Action Minutes 2. Current Summary Minutes Format 2 of 2 ATTACHMENT 1 SAMPLE ACTION MINUTES FORMAT y`�� f ��,f HERITAGE AND CULTURAL ARTS COMMISSION u �� !9�,�_�� REGULAR MEETING � , �' � Minutes �t,lt'"�?.>'�� CITY OF DUBLIN October 8, 2015 The October 8, 2015, Regular Meeting of the Heritage and Cultural Arts Commission was cailed to order at 7:02 PM at the Dublin Civic Center, Dublin, California, by Chair Iharosi. ROLI CALL Commissioners (Cm.) Present: Blackburn, Iharasi, Minniear, Szollos, and Tutino Commissioners Absent: Deets and He PLEDGE OF ALLEGIANCE Chair Iharosi led the Pledge of Allegiance. ORAL COMMUNICATIONS 3.1 Employee introduction: Laura lohnston ; Ms. Tegan McLane, Cultural Arts and Heritage Manager, introduced Ms. Laura Johnston, Supervisor for Heritage and Cultural Arts, to the Commission: - 3.2 Public Comments '-None. APPROVAL OF MII�1�l�ES � 4.1 Septe:mber 10, 2015 Special M+�eting On a motion b�Cm. Minniear, seconded by Cm. Blackburn, and by a vote of 4-0-0 with Cm. Deets, He and Szollos abse�t, the Commission voted to,approve the minutes of the September 10, 2015, Special meeting as presented: WRITTEN COMMUNICaTtONS— None. PUBLIC HEARING— None. UNFINISHED BUSINESS— None. NEW BUSINESS 8.1 Summer Quarterly Report Ms. Tegan McLane presented the specifics of Staff Report pertaining to the cultural arts classes and Heritage Park and Museums activities conducted during summer 2015. The Commission received the report. OTHER BUSINESS ; H&CAC Minutes—October 8,2015—Page 2 of 2 9.1 Brief Information Only Reports from Heritage &Cultural Arts 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 (AB1234). Ms. Mclane provided updates on the Emerald Glen Recreation Aquatic Complex Public Art, and programs and events. Cm. Szollos left at 8:11 PM. ADJOURNMENT ' Being no further business, the meeting adjourned at 8:21 PM. Minutes prepared by Jennifer Kransky, Senior Office Assistant. Timea Iharosi Chairperson ATTEST: Tegan McLane Cultural Arts and Heritage Manager � . ATTACHMENT 2 CURRENT SUMMARY MINUTES FORMAT ��F �� HERITAGE AND CULTURAL ARTS COMMISSION � � � rr��{�� REGULAR MEETING � "`` � Minutes ��J,��,ti� � CITY OF DUBLIN October 8, 2015 The October 8, 2015, Regular Meeting of the Heritage and Cultural Arts Commission was called to order at 7:02 PM at the Dublin Civic Center, Dublin, California, by Chair Iharosi. , ROLL CALL Commissioners (Cm.) Present: Blackburn, Iharosi, Minniear, Szollos, and Tutino Commissioners Absent: Deets and He PLEDGE OF ALLEGIANCE Chair Iharosi led the Pledge of Allegiance. ORAL COMMUNICATIONS 3.1 Employee Introduction: Laura Johnston Ms. Tegan Mclane, Cultural Arts and Heritage Manag�r, introduced Ms. Laura Johnston, Supervisor for Heritage and Cultural Arts, ta the Commission. 3.2 Public Comments '�-None. APPROVAL OF MINUTES 4.1 Septernber 10, 2015 Special Meeting On a motion by Cm. Minniear, seconded f�y,Cm. Blackburn, and by a vote of 4-0-0 with Cm. Deets, He and Szollos absent, the Commission voted to approve the minutes of the September 10, 2015, Special meeting as presented. �I WRITTEN COMMUNICATIONS— None. PUBLIC HEARING—None. UNFINISHED BUSINESS—None. NEW BUSINESS 8.1 Summer Quarterly Report Ms.Tegan McLane presented the specifics of the item as outlined in the Staff Report. Cm. Blackburn asked Staff about the change in reporting the visitor comparison annually. Cm. Minniear i stated quarterly reports cause confusion as they are not comparable between quarters. Ms. Mclane added exhibits may start in the middle of a quarter and the Dublin school schedule may a ect tours i. H&CAC Minutes—October 8,2015—Page 2 of 3 which would skew the numbers for a specific quarter. Generally an annual report has comparable numbers. Cm. Minniear commented on the decrease in volunteer hours. Ms. Mclane stated the number of volunteers has increased, however the number of hours volunteered has decreased. Cm. Minniear asked how services are being provided that were previously operated by volunteers. Ms. Mclane stated she would need to refer to the Heritage Park Director, Ms. Elizabeth Isles, on the matter. Cm. Minniear commented on fewer volunteer hours offered for tours of the Kolb House and museum. Ms. Mclane stated tour hours may be a factor in the decrease of volunteer hours as the museum is now closed on Fridays due to low attendance. Cm. Minniear asked if the budget for heritage programs is expected to be self-sufficient. Ms. Mclane stated heritage programs are not expected to be self-sufficient, but fiscal sustainability and increasing the amount of revenue generated is one of the City Council's goals. Cm. Minniear commented on his concern with the concept of heritage programs being a revenue generator. He feels the purpose of the programs is to provide history to the community. Cm. Blackburn asked Staff how much of the budget is expected to be funded by generated revenue. Ms. McLane stated the budget's projected revenue is modest and attainable. However, Staff strives to have successful programs with high attendance that maximize cost recovery appropriate to the program and market. Chair Iharosi asked about the Youth Fee Assistance Program (YFAP). Ms. Jennifer Kransky, Senior Office Assistant, explained the YFAP process. Cm. Szollos arrived at 7:27 PM. Vice Chair Tutino asked about Heritage Park volunteers versus special event volunteers. Ms. Mclane stated Heritage Park volunteers typically volunteer for special events held at the Heritage Park as they would be conducting many of their regular responsibilities. For large events such as the Splatter and St. Patrick's Day Festivals, additional recruitment through local community organizations, Dublin school clubs and the general public is necessary to fill the amount of volunteers needed. Cm. Tutino asked about training for the regular Heritage Park volunteers. Ms. McLane stated it is an easy process to become a volunteer. Some volunteer positions require more training than others. Cm. Minniear elaborated that many high school students need volunteer hours and will often volunteer for special events at the Heritage Park. OTHER BUSINESS 9.1 Brief Information Only Reports from Heritage & Cultural Arts Commissioners and/or Staff Cm. Szollos reported she gave a Dublin history presentation for a St. Raymond's Church group. Cm. Szollos,Vice Chair Tutino and Chair Iharosi provided feedback from the Splatter FestivaL Vice Chair Tutino suggested the Valley Children's Museum (VCM) give a presentation to the Commission on their organization's status in opening a children's museum in Dublin. Ms. McLane stated she will look into inviting VCM to a Commission meeting. j Cm. Minniear commented on the need for an outlet to promote and inform the community of local cultural arts organizations and events. The Commission discussed possible ways to share the information. H&CAC Minutes—October 8, 2015—Page 3 of 3 Cm. Minniear commented on the Dubliner sculpture not working properly and asked when it will be repaired. Ms. McLane stated she will look into what repairs are needed for the sculpture. Cm. Minniear informed the Commission that Cm. Szollos will be speaking at the Ghosts of Dubiin event. Cm. Szollos and Ms. McLane provided details of the event scheduled for October 30, 2015. The Commission provided feedback regarding the electronic distribution of the meeting's Agenda Packets. Ms. McLane presented images of artist Mr. Todji Kurtzman's changes to the Emerald Glen Recreation Aquatic Complex Public Art Piece based on the Public Art Selection Committee's comments. The Commission gave their feedback on the changes. Commissioners Blackburn, Szollos and Tutino commented that they did not particularly favor the new design of the sculpture's face as it now resembled more of a mask and does not match the energy of the overall theme. Cm. Minniear and Vice Chair Tutino commented that they enjoyed the look of the water. Cm. Szollos left at 8:11 PM. Ms. Mclane provided program and event updates. ADJOURNMENT Being no further business, the meeting adjourned at 8:21 PM. Minutes prepared by Jennifer Kransky, Senior Office Assistant. Timea Iharosi Chairperson ATTEST: Tegan McLane Cultural Arts and Heritage Manager