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HomeMy WebLinkAboutItem 7.1 - 1519 Commission & Committee Bylaws Page 1 of 4 STAFF REPORT CITY COUNCIL DATE: July 18, 2017 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Introduction of Ordinance Amending Chapter 2.12 (Planning Commission) of the Dublin Municipal Code and Amendments to Commission and Committee Bylaws to Revise Policy on Absenteeism Prepared by: Lauren Quint, Assistant City Attorney & Hazel L. Wetherford, Assistant to the City Manager EXECUTIVE SUMMARY: At its April 18, 2017 meeting, the City Council directed Staff to prepare 1) an Ordinance updating Chapter 2.12 (Planning Commission) of the Dublin Municipal Code, and 2) Resolutions adopting revised bylaws for the City’s Heritage and Cultural Arts Commission, Human Services Commission, Parks and Community Services Commission, Senior Center Advisory Committee and Youth Advisory Committee. Under existing City Council-adopted rules, Commissions have a general policy for absenteeism, which requires Commissioners to attend 75% of meetings in any 1 2- month period and any member of a commission may be removed from office with approval of a majority of the City Council. The City Council recommended a new policy that would result in an automatic vacation of office after the third absence in any 12 - month period. STAFF RECOMMENDATION: Waive the reading and INTRODUCE an Ordinance Amending Dublin Municipal Code Chapter 2.12 (Planning Commission); and, adopt the Resolution Updating the Bylaws for the other five City Commissions and Committees. FINANCIAL IMPACT: None. DESCRIPTION: The City of Dublin has Commissions and Committees that serve as advisory bodies to the City Council. Those bodies are listed below: Page 2 of 4 1. Heritage and Cultural Arts Commission (HCAC) 2. Human Services Commission (HSC) 3. Parks and Community Services Commission (PCSC) 4. Planning Commission (PC) 5. Senior Citizen Advisory Committee (SCAC) 6. Youth Advisory Committee (YAC) At its April 18, 2017 meeting, the City Council directed Staff to revise the bylaws for these City’s Commissions and Committees and include a new policy that would result in an automatic vacation of office after the third absence in any 12 -month period. Currently, the bylaws (with the exception of the YAC) include a general policy for absenteeism, which requires Commissioners/Committee Members to attend 75% of meetings in any 12-month period and any member of a commission may be removed from office with approval of a majority of the City Council. Dublin’s Current Policy related to Commission/Committee Absenteeism Five of the six advisory bodies to the City Council (HCAC, HSC, PCSC, SCAC & YAC) have their own set of Bylaws and Rules of Procedure that are not codified in the Municipal Code, but are approved by the City Council. These advisory bodies all include a general policy for absenteeism and removal (in bold below) with the exception of the YAC. HCAC, HSC, PCSC & SCAC Bylaws and Rules of Procedure  Commission members must attend 75% of all regular and special meetings in any 12-month period.  Any member of the Commission may be removed from office with the approval of a majority of the City Council.  The Secretary to the Commission shall notify the Mayor if a Commission Member is absent from three (3) consecutive meetings.  The Commission member shall also be notified that they may be removed from the Commission.  The Secretary to the Commission shall provide the Mayor with monthly or quarterly attendance reports and an annual overview of attendance by Commission Members. Planning Commission The Planning Commission’s absenteeism policy is codified in the Dublin Municipal Code (Chapter 2.12). The policy is also general and is similar to the other advisory bodies.  Commissioners must attend at least 75% percent of regular and special meetings in any 12-month period.  Any Commissioner who is absent from 25% or more meetings within a 12 - month period or is absent from three (3) consecutive meetings may be Page 3 of 4 removed at any time during the Commissioner’s term of office by a majority of the City Council.  Removal and appointment of Planning Commissioners shall be made only at a regularly scheduled meeting of the City Council. Based on City Council’s direction, the new policy for all City Commissions and Committees institutes an automatic vacation of office after the third absence from a regularly scheduled meeting within any twelve (12) month period. Related to the City Council’s direction on absenteeism, Staff is seeking direction on whether to add language to not permit teleconferencing as an option to attend any Commission or Committee meetings. At the July 16, 2013 City Council meeting, the City Council discussed teleconferencing for City Council meetings and agreed that the preference is for Councilmembers to be present in-person for meetings and, in the rare exception that a Councilmember needed to attend via teleconference, only one Councilmember would be allowed to per meeting and it would be the first person to notify the City Clerk (Attachment 1). Staff’s recommendation would be to not permit teleconference as an option at Commission or Committee meetings. In order to effectuate the above -mentioned changes, Staff is recommending that the City Council introduce an Ordinance revising section 2.12.020 of the Dublin Municipal Code. Staff is also recommending the adoption of a Resolution that will amend the bylaws of the Heritage and Cultural Arts Commission, Human Services Commission, Parks and Community Services Commission, Senior Center Advisory Committee and Youth Advisory Committee. The Resolution would become effective immediately, and the Ordinance would become effective and enforced thirty (30) days after adoption. Staff has prepared the attached Ordinance and Resolution to include the language not permitting teleconference as an option to attend Commission and Committee meetings for the City Council’s consideration; however, if the City Council does not approve of Staff’s recommendation regarding the teleconference, then the City Council could approve the proposed Ordinance and Resolution without the section on teleconference. Lastly, as Staff was reviewing the Committee and Commission bylaws, there were certain administrative items that Staff would like to address, such as all Commission and Committee recommendations to the City Council and City Staff, and additional minor administrative changes to make all the Bylaws uniform and consistent. If the City Council were to agree with these recommendations, Staff would bring them back for consideration at a future meeting. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The Staff Report was provided to members of the Heritage & Cultural Arts Commission, Human Services Commission, Parks and Community Services Commission, Planning Commission, Senior Center Advisory Committee, and Youth Advisory Committee. Page 4 of 4 ATTACHMENTS: 1. July 16, 2013 City Council Minutes 2. Ordinance of the City of Dublin Amending Chapter 2.12 (Planning Commission) 3. Resolution Amending Bylaws to the Heritage and Cultural Arts Commission, Human Services Commission, Parks and Community Services Commission, Senior Center Advisory Committee, and the Youth Advisory 4. Exhibit A to Resolution - Heritage & Cultural Arts Commission Bylaws 5. Exhibit B to Resolution - Human Services Commission Bylaws 6. Exhibit C to Resolution - Parks and Community Services Bylaws 7. Exhibit D to Resolution - Senior Center Advisory Committee Bylaws 8. Exhibit E to Resolution - Youth Advisory Committee Bylaws CLOSED SESSION MINUTES OF THE CITY COUNCIL OF THE CITY OF DUBLIN REGULAR MEETING -JULY 16, 2013 A closed session was held at 6:30 p.m., regarding: CONFERENCE WITH REAL PROPERTY NEGOTIATORS Property: A portion of Alameda County Assessor's Parcel No. 905-0002-001-01 on the west side of Croak Road Agency negotiator: Joni Pattillo, City Manager Negotiating parties: Croak Properties LP Under negotiation: Price and terms of payment ---·--- A regular meeting of the Dublin City Council was held on Tuesday, July 16,2013 in the City Council Chambers of the Dublin Civic Center. The meeting was called to order at 7:04 p.m., by Mayor Sbranti. ROLLCALL PRESENT: ABSENT: ---·--- Councilmembers Biddle, Gupta, Hart, Haubert, and Mayor Sbranti None ~--·~-- PLEDGE OF ALLEGIANCE The pledge of allegiance to the flag was recited by the City Council, Staff and those present. ~--·~-- REPORT ON CLOSED SESSION ACTION Mayor Sbranti stated there was no reportable action during Closed Session. ---·--- DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16, 2013 1 7:05p.m. Meeting recessed for the Fallon Village Geologic Hazard Abatement District and Schaefer Ranch Geologic Hazard Abatement District meetings. Meeting called back to order at 7:22:00 PM. ---·--- ORAL COMMUNICATIONS California Youth Energy Services Presentation (CYES) 7:22:05 PM 3.1 The City Council received the presentation from the Rising Sun Energy Center on the CYES program. ---·--- 2013 Business Anniversary Award 7:36:05 PM 3.2 The City Council recognized John Knox Presbyterian Church for being a Dublin business for 50 years. ---·---Proclamation for National Association of REAL TORS® Code of Ethics Centennial 7:40 p.m. 3.3 The City Council presented the proclamation. ---·--- Presentation from East Bay Regional Parks District: Mayors Trail Challenge 7:45:05 PM 3.4 Mayor Sbranti stated the presentation would be rescheduled to the August 20, 2013 City Council meeting. ---·--- DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16,2013 I~ 2 National Night Out Proclamation 7:45:50 PM 3.5 The City Council proclaimed Tuesday, August 6, 2013 as National Night Out. ---·--- Fourth of July After Action Report 7:55:05 PM 3.6 The City Council received the Fourth of Juiy After Action report. ---·--- Public Comments 8:07:20 PM 3.7 No comments were made by any member of the public at this time. ---·---CONSENT CALENDAR 8:07:29 PM Items 4.1 through 4.13 Cm. Gupta pulled Item 4.6 for further discussion. On motion of Cm. Hart, seconded by Vm. Biddle and by unanimous vote, the City Council took the following actions: Approved 4.1 minutes of June 8, 2013 and the Regular City Council Meeting of June 18, 2013; Accepted 4.2 Work for Contract No. 13-04, Street Light Pole Painting Contract Adopted 4.3 RESOLUTION NO. 117 -13 ACCEPTING THE OFF-SITE IMPROVEMENT FOR TRACT 8024; ACCEPTING THE TRAFFIC SIGNAL AT POSITANO PARKWAY AND VINTON AVENUE; APPROVING TRAFFIC SIGNAL MODIFICATIONS AT FALLON ROAD AND CENTRAL PARKWAY; AND APPROVING REGULATORY TRAFFIC CONTROL DEVICES INSTALLED WITH THE OFF-SITE IMPROVEMENTS FOR TRACT 8024 JORDAN RANCH, PHASE ONE DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16,2013 I(§) 3 Adopted 4.4 RESOLUTION NO. 118 -13 ACCEPTANCE OF IMPROVEMENTS FOR TRACT 7982 CONSTRUCTED WITH TRACT 7652 AT LEE THOMPSON STREET AND APPROVAL OF REGULATORY TRAFFIC CONTROL DEVICES AT LEE THOMPSON STREET SORRENTO EAST, TRACT 7652, NEIGHBORHOOD 6 Adopted 4.5 RESOLUTION NO. 119 -13 ACCEPTING THE IN-TRACT IMPROVEMENTS, ACCEPTING THE OFF-SITE IMPROVEMENTS ON TASSJARA ROAD AND FALLON ROAD, ACCEPTING TRAFFIC SIGNALS AND APPROVING THE REGULATORY TRAFFIC CONTROL DEVICES FOR TRACT 7540-SILVERA RANCH, PHASE 4 Accepted 4.7 Storm Drain System Improvements Contract (CIP No. 960017) provides for repair and/or replacement of storm drain pipeline at eight (8) different sites throughout the City of Dublin. Adopted 4.8 RESOLUTION NO. 121 -13 AWARDING CONTRACT N0.13-08, 2013 STORM DRAIN SYSTEM IMPROVEMENTS CONTRACT TO SANACT INC. DBA ROTC- ROOTER Received 4.9 Check Issuance Report and Electronic Funds Transfers. Adopted4.10 RESOLUTION NO. 122 -13 ESTABLISHING ADMINISTRATIVE GUIDELINES FOR THE EASTERN DUBLIN TRAFFIC IMPACT FEE, DOWNTOWN DUBLIN TRAFFIC IMPACT FEE, PUBLIC FACILITIES FEE, FIRE FACILITIES FEE AND NOISE FEE DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16, 2013 4 RESOLUTION NO. 123-13 ESTABLISHING A SINGLE POLICY FOR EXEMPTIONS FOR THE EASTERN DUBLIN TRAFFIC IMPACT FEE, DOWNTOWN DUBLIN TRAFFIC IMPACT FEE, PUBLIC FACILITIES FEE, FIRE FACILITIES FEE AND NOISE FEE Adopted 4.11 RESOLUTION NO. 124-13 AMENDING THE GR.c\NT OF EASEMENT TO DUBLIN SAN R.c\MON SERVICES DISTRICT EASEMENT, DOCUMENT NUMBER 2005176359 Authorized 4.12 the City Manager to execute the Change Order to the Consultant Services Agreement with Dahlin Group Architecture. Adopted 4.13 RESOLUTION NO. 125-13 APPROVING PARTIAL RELEASE OF SECURITY ASSOCIATED WITH TRACT 6765, SCHAEFER RANCH -PHASE 2 IMPROVEMENTS (SCHAEFER RANCH HOLDINGS, LLC, A CALIFORNIA LIMITED LIABILITY COMPANY) ---·--- Cm. Gupta pulled Item 4.6, Acceptance of In-Tract Improvements, Acceptance of Off-Site Improvements on Tassajara Road and Fallon Road, Acceptance of Traffic Signals and Approval of Regulatory Traffic Control Devices for Tract 7540-Silvera Ranch, Phase 4 (KB Home South Bay, Inc.), for further discussion. On motion of Cm. Biddle, seconded by Mayor Sbranti and by unanimous vote, the City Council adopted RESOLUTION NO. 120-13 APPROVING PARKING REGULATIONS ON LOCKHART STREET and directed Staff to return with information regarding costs and safety concerns associated with removing the median in the middle of the street. ~--·~-- WRITTEN COMMUNICATIONS-None. DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16, 2013 5 PUBLIC HEARINGS Resolution Determining that Public Interest and Necessity Require the Acquisition of a Roadway Easement and Two Slope and Drainage Easements from APN 905-0002-001-01 (Portion) for the Central Parkway Extension from the Jordan Ranch Development 8:27:14PM 6.1 Mayor Sbranti opened the public hearing. Mr. Pat Croak provided comment on this item. Mr. Kevin Fryer provided public comment on this item. Mayor Sbranti closed the public hearing. On motion of Mayor Sbranti, seconded by Cm. Gupta and by unanimous vote, the City Council adopted RESOLUTION NO. 126 -13 RESOLUTION DETERMINING THAT THE PUBLIC INTEREST AND NECESSITY REQUIRE THE ACQUISITION OF A ROADWAY EASEMENT AND TWO SLOPE AND DRAINAGE EASEMENTS FROM APN 905-0002-01 (PORTION) FOR THE PROPOSED CENTRAL PARKWAY EXTENSION FROM THE JORDAN RANCH DEVELOPMENT CROAK PROPERTIES, L.P, PROPERTY OWNER PROPERTY LOCATION: WEST SIDE OF CROAK ROAD ASSESSOR'S PARCEL NO.: 905-0002-001-01 (PORTION) ~--·~-- Amending Rates for Garbage Collection, Disposal, and Recycling Services Provided By Amador Valley Industries and the 2013-2014 Annual Assessment 8:46:29 PM 6.2 Mayor Sbranti opened the public hearing. No comments were made by the public on this item. Mayor Sbranti closed the public hearing. On a vote of three to two, motion to adopt the resolutions was denied. (Motion by Mayor Sbranti, seconded by Vm. Biddle; Cms. Hart, Haubert and Gupta voting no.) DUBLIN CITY COUNCIL MINUTES • VOLUME32 ~ REGULAR MEETING JULY 16,2013 6 The City Council directed Staff to continue to work towards systemic change with Stopwaste on this and other upcoming issues. ---·--- Underground Utility District 2013-1, Dublin Boulevard -Civic Plaza/Sierra Court to Dublin Court 9:27:10 PM 6.3 Mayor Sbranti opened the public hearing. No comments were made by the public on this item. Mayor Sbranti closed the public hearing. On motion of Cm. Hart, seconded by Vm. Biddle, and by unanimous vote, the City Council waived the reading and introduced an Ordinance Establishing Underground Utility District 2013- 01 on Dublin Boulevard -Civic Plaza/Sierra Court to Dublin Court. ---·--- UNFINISHED BUSINESS Cost Impacts of Prequalification of Bidders on City Projects and Implementation of Labor Compliance Program for City Projects 9:53:25 PM 7.1 By consensus, the City Council determined that Staff should utilize prequalification on City public works projects on a project-by-project basis, and utilizing the California Department of Industrial Relations model prequalification questionnaire. The City Council directed Staff to report back with recommendations regarding: 1) the monetary threshold that should be used to determine which projects should require prequalification, and 2) the types of projects that should be exempted from prequalification (for example: slurry seal, sidewalks, light pole painting). The City Council also indicated that a mechanism should be put in place to permit Staff to require prequalification on projects that fall below the established monetary threshold where Staff determines that prequalification would be appropriate. The City Council determined that the City should utilize the Department of Industrial Relation's labor compliance monitoring services on City public works projects, on a project-by-project basis. DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16,2013 7 The City Council directed staff to report back with recommendations regarding: 1) a monetary threshold for determining when labor compliance services should be utilized on a project, and 2) potential project types that should be exempted from labor compliance requirements regardless of their cost. ---·--- Dublin Boulevard Bikeway Corridor Study 10:43:45 PM 7.2 Mayor Sbranti stated this item would be postponed to a future City Council meeting. ---·---Report on the Impacts of Recent General Plan Amendment Initiation Requests on the Housing Element 10:44:11 PM 7.3 By consensus, the City Council directed Staff to study an increase in the residential development capacity in the Downtown Dublin Specific Plan area. ---·--- Consulting Services Agreement with Veronica Tam & Associates for the Preparation of the 2014-2022 update to the General Plan Housing Element 11:09:24 PM 7.4 On motion of Cm. Hart, seconded by Cm. Gupta, and by unanimous vote, the City Council adopted RESOLUTION NO. 127 -13 APPROVING A CONSULTING SERVICES AGREEMENT WITH VERONICA TAM & ASSOCIATES TO PREPARE THE 2014-2022 UPDATE TO THE GENERAL PLAN HOUSING ELEMENT AND AUTHORIZING THE CITY MANAGER TO SIGN THE AGREEMENT ---·--- DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16,2013 8 Sales Tax Reimbursement Agreement with CJC Fallon Gateway LLC 11:11:05 PM 7.5 On motion of Cm. Hart, seconded by Cm. Haubert, and by unanimous vote, the City Council adopted RESOLUTION NO. 128-13 APPROVING THE SALES TAX REIMBURSEMENT AGREEMENT WITH CJC FALLON GATEWAY LLC ---·---Reguest by Regency Centers to Participate in the Sales Tax Reimbursement Program 11:16:32 PM 7.6 On motion of Cm. Hart, seconded by Cm. Biddle, and by unanimous vote, the City Council adopted RESOLUTION NO. 129-13 APPROVING THE SALES TAX REIMBURSEMENT AGREEMENT WITH REGENCY CENTERS ---·---Emerald Glen Recreation and Aquatic Complex Phase I Improvements 11:17:11 PM 7.7 On motion of Cm. Hart, seconded by Cm. Haubert, and by unanimous vote, the City Council authorized the City Manager to execute the Change Order to the Consultant Services Agreement with Dahlin Group Architecture; determined Public Art should be included in Phase I of the building, with Option No. 4, $220,000 from the Public Art Fund as the preferred option for funding the public art; and confirmed the composition of the Art Selection Committee proposed by Staff. ---·--- DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16,2013 9 NEW BUSINESS Agreement with Dublin Unified School District Regarding Funding for the Renovation of the Dublin High School Tennis Complex 11 :26:20 PM 8.1 Mayor Sbranti stated, "I am an employee of the Dublin Unified School District and the Educational Services Department. This is funding for something in the Facilities department so it is a separate department from which I am employed. However, I am also the tennis coach at the High School and based on that fact, that I am the tennis coach and this is a tennis facility, I will recuse myself from this item and turn the meeting over to Vm. Biddle. Mayor Sbranti left the dais and the Council Chambers. Vm. Biddle presided over the item. On motion of Cm. Gupta, seconded by Cm. Haubert, and by unanimous vote (Mayor Sbranti recused himself), the City Council adopted RESOLUTION NO. 130-13 APPROVING AGREEMENT BETWEEN THE CITY OF DUBLIN AND DUBLIN UNIFIED SCHOOL DISTRICT FOR THE FUNDING OF THE DUBLIN HIGH SCHOOL TENNIS COMPLEX RENOVATION PROJECT AND THE SUBSEQUENT OPERATIONS OF SAID TENNIS COMPLEX ~--·~-- Mayor Sbranti returned to the dais. Recommendation to Form a Human Services Commission Focusing on Tri-Valley Social Service Issues 11 :33:00 PM 8.2 On motion of Vm. Biddle, seconded by Mayor Sbranti and by unanimous vote, the City Council approved the creation of a Human Services Commission, and directed Staff to consider having the Commission's realm of responsibility deal with housing issues. ~--·~-- Creation of the Small Business Assistance Program and Associated Memorandum of Understanding 11:54:57 PM 8.3 On motion of Cm. Haubert, seconded by Vm. Biddle and by majority vote (Cm. Hart abstaining), the City Council adopted DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16, 2013 10 RESOLUTION NO. 131 -13 APPROVING THE CREATION OF THE SMALL BUSINESS ASSISTANCE PROGRAM AND ASSOCIATED MEMORANDUM OF UNDERSTANDING ~--·~-- Sub Area 3 General Plan and Eastern Dublin Specific Plan Amendment Study Initiation Revised Request 11 :58:06 PM 8.4 Mr. Kevin Fryer, representative of the developer, provided comment on this item. On motion of Cm. Gupta, seconded by Cm. Haubert, and by unanimous vote, the City Council adopted RESOLUTION NO. 132 -13 APPROVING INITIATION OF A GENERAL PLAN AND EASTERN DUBLIN SPECIFIC PLAN AMENDMENT STUDY TO EVALUATE CHANGING APPROXIMATELY 3 ACRES OF OPEN SPACE TO A COMBINATION OF MEDIUM AND MEDIUM-HIGH DENSITY RESIDENTIAL USES ON SUB AREA 3 OF DUBLIN RANCH (APN 985-0027-012) ---·---Discussion of Revisions to the Rules of the Conduct of Meetings of the City Council to Allow Teleconferencing 12:10:12 AM 8.5 By consensus, the City Council agreed to allow teleconferencing by City Councilmembers at City Council meetings, in rare cases or exceptions, with the limitation of only one Councilmember per meeting, the person who notifies the City Clerk first, will be able to teleconference to the meeting. OTHER BUSINESS 12:28:58 AM ---·--- Brief information only reports were provided by City Council and Staff, including committee reports and reports by City Council related meetings attended at City expense (AB1234). DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16,2013 11 Mayor Sbranti asked that Staff: 1) Bring back field configurations at Dublin Sports Grounds for further consideration; and 2) Investigate the cost and feasibility of more tennis courts or soccer fields at City parks. ADJOURNMENT 10.1 ---·--- There being no further business to come before the City Council, the meeting was adjourned at 12:41:16 AM in memory of Staff Sgt. Sean Diamond and our fallen troops. Minutes prepared by Caroline P. Soto, City Clerk/Records Manager. ATTEST: -----=a~'A/}~t:-'7.·::--'t.--w~:-­ City Clerk/Records Manager DUBLIN CITY COUNCIL MINUTES VOLUME 32 REGULAR MEETING JULY 16,2013 Mayor 12 ORDINANCE NO. __ - 17 AN ORDINANCE OF THE CITY OF DUBLIN AMENDING CHAPTER 2.12 (PLANNING COMMISSION) OF THE DUBLIN MUNICIPAL CODE The City Council of the City of Dublin does hereby ordain as follows: Section 1: Section 2.12.020 of Chapter 2.12 of the Dublin Municipal Code is amended as follows (with additions in italics and deletions in strikethrough): 2.12.020 Membership—Appointment—Term—Removal A. The Planning Commission shall consist of five (5) members. They shall be appointed for a term of four (4) years. Terms shall begin in January following even- numbered election years and end in December of even -numbered years (or until successors are appointed). If a vacancy occurs otherwise than by expiration of term, it shall be filled by appointment for th e unexpired portion of the term. B. Members shall be appointed to the Planning Commission by the Mayor, subject to the approval of the City Council. A Planning Commissioner can be removed at any time during the Commissioner’s term of office by a majority of the City Council. Removal and appointment of Planning Commission members shall be made only at a regularly scheduled meeting of the City Council. Members of the Planning Commission shall be residents of the city. C. Planning Commissioners must attend at least seventy-five (75) percent of regular and special Planning Commission meetings in any twelve (12) month period. Any Planning Commissioner who is absent from twenty-five (25) percent or more meetings within a twelve (12) month period or is absent from thre e (3) consecutive Planning Commission meetings may be removed from the Planning Commission pursuant to subsection B of this section Planning Commission members should endeavor to attend all regular and special meetings of the Planning Commission. The Secretary to the Planning Commission shall provide the Mayor with monthly attendance reports and a quarterly overview of attendance by Committee members. After the third absence from a regularly scheduled Planning Commission meeting within any twelve (12) month period, said Commissioner automatically vacates his or her office. D. Members shall attend regular and special Planning Commission meetings in person. Members will not be permitted to use teleconference to attend any Planning Commission meeting. Section 4. Severability. The provisions of this Ordinance are severable and if any provision, clause, sentence, word or part thereof is held illegal, invalid, unconstitutional, or inapplicable to any person or circumstances, such illegality, invalidity, unconsti tutionality, or inapplicability shall not affect or impair any of the remaining provisions, clauses, sentences, sections, words or parts thereof of the ordinance or their applicability to other persons or circumstances. Section 6. Effective Date. This Ordinance shall take effect and be enforced thirty (30) days following its adoption. Section 7. Posting. The City Clerk of the City of Dublin shall cause this Ordinance to be posted in at least three (3) public places in the City of Dublin in accordance with Section 36933 of the Government Code of the State of California. PASSED, APPROVED AND ADOPTED this 18th day of July, 2017 AYES: NOES: ABSENT: ABSTAIN: _____________________________ Mayor ATTEST: ___________________________________ City Clerk 2833109.1 RESOLUTION NO. ** -17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* ADOPTING AMENDED AND RESTATED BYLAWS AND RULES OF PROCEDURE FOR THE FOLLOWING: THE HERITAGE AND CULTURAL ARTS COMMISSION AND RESCINDING RESO. 89-16; THE HUMAN SERVICES COMMISSION AND RESCINDING RESO. 15-16; THE PARKS AND COMMUNITY SERVICES COMMISSION AND RESCINDING RESO. 16-16; THE SENIOR CENTER ADVISORY COMMITTEE AND RESCINDING RESO. 18-16; THE YOUTH ADVISORY COMMITTEE AND RESCINDING RESO. 19-16 WHEREAS, Resolution No. 132-99 was adopted by the City Council on July 6, 1999 which created a Heritage and Cultural Arts Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.’s 219-02, 161-08, 124-09, 17-16, and 89-16; and WHEREAS, Resolution No. 142-13 was adopted by the City Council on October 20, 2013 which created a Human Services Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, Resolution No. 15-16 was adopted by the City Council on February 2, 2016 amending the Bylaws and Rules of Procedure for said Commission; and WHEREAS, Resolution No. 57-83 was adopted by the City Council on October 10, 1983 which created a Parks and Community Services Commission and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.’s 137-88, 135-90, 129-92, 137-92, 93-94, 130-98, 178-02, 160-08, 123-09 and 16-16; and WHEREAS, Resolution No. 48-92 was adopted by the City Council on April 27, 1992 which created a Senior Center Advisory Committee and adopted Bylaws and Rules of Procedure for said Commission; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.’s 130-02, 138-92, 213-03, 162-08, 125-09 and 18-16; and WHEREAS, the Youth Advisory Committee was approved by the City Council on October 21, 1997; and WHEREAS, Resolution 7-98 establishing Bylaws and Rules of Procedure for said Committee was adopted by the City Council on January 6, 1998; and WHEREAS, the Bylaws and Rules of Procedure were amended by Resolution No.’s 77-00, 159-08, and 126-09, 19-16, and WHEREAS, it is necessary to periodically review the Bylaws and Rules of Procedure to insure that they are still reflective of the Commission’s and/or Committee’s charge; and WHEREAS, the Heritage and Cultural Arts Commission, the Human Services Commission, the Parks and Community Services Commission, the Senior Center Advisory Com mittee and the Youth Advisory Committee have been notified of the recommended changes to their bylaws. NOW, THEREFORE, BE IT RESOLVED THAT the City Council hereby adopts the amended Bylaws and Rules of Procedure fort the Heritage and Cultural Arts Commission as contained in Exhibit A, the Human Services Commission as contained in Exhibit B, the Parks and Community Services Commission in Exhibit C, the Senior Center Advisory Committee as contained in Exhibit D, and the Youth Advisory Committee as contained in Exhibit E attached hereto. BE IT FURTHER RESOLVED that the provisions contained in Resolution No. 89-16, 15-16, 16-16, 18-16, and 19-16 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 18th day of July, 2017 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk 2808798.1 ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Heritage and Cultural Arts Commission Julyne 187, 20176 Formatted: Font: (Default) Arial CITY OF DUBLIN HERITAGE AND CULTURAL ARTS COMMISSION BYLAWS AND RULES OF PROCEDURE ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Heritage and Cultural Arts Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. Section 2. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. ARTICLE II COMMISSION COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Heritage and Cultural Arts Commission shall be composed of seven (7) members. Section 2. The Mayor shall make all appointments to the Commission, with the approval of the City Council. When making appointments to the Commission, consideration shall be given to members of the Dublin Fine Arts Foundation and Dublin Historical Preservation Association (or similar groups) and to persons who are specifically qualified by reason of training, experience, interest or involvement in arts and/or heritage, particularly as related to artistic and cultural activities in the City. Section 3. All members shall be residents of the City and shall be committed to furthering public art, and historical and cultural life in the community. Section 4. Commission members may resign at any time by giving written notice to the Mayor and City Clerk. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered years and ending in December of an even numbered year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms. Section 2. Any member of the Commission may be removed from office with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. Section 3. Commission members should endeavor tomust attend 75% of all regular and special meetings of the Commission.in a 12 month period. The Secretary to the ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Heritage and Cultural Arts Commission Julyne 187, 20176 Formatted: Font: (Default) Arial Commission shall provide the Mayor with quarterlymonthly attendance reports and a quarterly overview of attendance by Commissioners members. After the third absence from a regularly scheduled Commission meeting within any twelve (12) month period, said Commissioner’s office shall be automatically declared vacantThe Secretary to the Commission shall notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. Section 4. If a Commission member ceases to reside in the City of Dublin, said Commissioner’s office shall be automatically declared vacant. ARTICLE IV VACANCIES Section 1. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Commission for a 1-year term and hold office until their successors are elected, or until their terms as members of the Commission expire. The officers are elected at the first meeting of the Commission in January of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Commission members are present. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no on should serve in the position for two consecutive years. The secretary to the Commission will be the City Manager or his/her designee. Section 2. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. Section 3. Duties of Officers. The Chairman performs the following duties. (a) Presides at all meetings of the Commission. (b) Appoints committee and chairpersons of committees as necessary. (c) Signs correspondence on behalf of the Commission. (d) Represents the Commission before the City Council. (e) Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice- Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice-Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Heritage and Cultural Arts Commission Julyne 187, 20176 Formatted: Font: (Default) Arial Section 4. The Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but less than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committees make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. ARTICLE VI MEETINGS Section 1. The Commission shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. Section 2. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Section 2.Section 3. Commissioners shall attend all regular and special Commission meetings in person. Commissioners will not be permitted to use teleconference as an option to attend any Commission meetings. ARTICLE VII GENERAL RESPONSIBILITIES OF THE COMMISSION Section 1. The Commission shall consider and make recommendations, as it deems necessary to the City Council in all matters pertaining to: (a) The promotion and support of history throughout the community. This includes restoration, maintenance and operation of the Heritage Park & Museums and any other similar City-sponsored locations promoting and supporting history. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of history facilities or programs; recommendations for policies on heritage preservation, artifact acquisition, conduct of persons using history facilities; and rules for the use of the Heritage Park & Museums and any other City-sponsored history facilities by the public. (b) The promotion and support of the arts within the community. Such recommendations would include, but are not limited to the following: recommendations on art in public places including City facilities and new developments within the City; exhibits at the Civic Center, Heritage Park & Museums and Public Art Venue; and recommendations for policies on art, cultural activities and facilities. ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Heritage and Cultural Arts Commission Julyne 187, 20176 Formatted: Font: (Default) Arial ARTICLE VIII DUTIES OF COMMISSION TO BE ADVISORY ONLY Section 1. The Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. Each Commissioner is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE IX STAFF ASSISTANCE Section 1. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. ARTICLE X AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 2579982.3 2808790.1 ___________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Human Services Commission JulyFebruary 182, 20176 CITY OF DUBLIN HUMAN SERVICES COMMISSION BYLAWS AND RULES OF PROCEDURE ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Human Services Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. Section 2. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. ARTICLE II COMMISSION COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Human Services Commission shall be composed of five (5) members. Section 2. The Mayor shall make all appointments to the Commission, with the approval of the City Council. Section 3. Commission members may resign at any time by giving written notice to the Mayor and City Clerk. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of an even numbered election year. At the end of a Commissioner member's term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4- year terms. Section 2. Any member of the Commission may be removed from office with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. Section 3. Commission members should endeavor to must attend 75% of all regular and special meetings of the Commission in a 12 month period. The Secretary to the Commission shall provide the Mayor with quarterly attendance reports and a annual overview of attendance by Commissioners members. After the third absence from a regularly scheduled Commission meeting within any twelve (12) month period, said Commission member’s office shall be automatically declared vacant.The Secretary to the Commission shall notify the Mayor if a Commission member is absent from two consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. ___________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Human Services Commission JulyFebruary 182, 20176 Section 4. If a Commission member ceases to reside in the City of Dublin, said Commissioner’s office shall be automatically declared vacant. ARTICLE IV VACANCIES Section 1. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Commission shall elect a Chairperson and Vice Chairperson at the first meeting in January of each year or, if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall, unless no Commissioners meet the criteria, elect Commissioners to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years. Section 2. The secretary to the Commission will be the City Manager or his/her designee. Section 3. Vacancies. In case of any vacancy in the Office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. Section 4. Duties of Officers. The Chairman performs the following duties: (a) Presides at all meetings of the Commission. (b) Appoints committee and chairpersons of committees as necessary. (c) Signs correspondence on behalf of the Commission. (d) Represents the Commission before the City Council. (e) Performs other duties necessary or customary to the office. Section 5. The Committees. The Commission or the Chairperson, upon direction of the Commission, may appoint several of its members, but fewer than a quorum, to serve as a Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commission may appoint non-members to the Committee. Committees make recommendations directly to the Commission. A Committee may not represent the Commission before the Council or other bodies unless it has first received the authorization of the Commission to do so. ___________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Human Services Commission JulyFebruary 182, 20176 ARTICLE VI MEETINGS Section 1. The Commission shall hold regular meetings at least once per quarter at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. Section 2. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Section 2.Section 3. Commissioners shall attend all regular and special Commission meetings in person. Commissioners will not be permitted to use teleconference as an option to attend any Commission meetings. ARTICLE VII GENERAL RESPONSIBILITIES OF THE COMMISSION Section 1. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to human service needs in the Tri-Valley. Such recommendations would include, but are not limited to the Community Grants Program, the Tri-Valley Needs Assessment, and the federal Community Development Block Grant Program. ARTICLE VIII DUTIES OF COMMISSION TO BE ADVISORY ONLY Section 1. It is intended that the Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. Each Commissioner is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE IX STAFF ASSISTANCE Section 1. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. ARTICLE X AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. ___________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Human Services Commission JulyFebruary 182, 20176 2584189.2 2808795.1 ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Parks and Community Services Commission JulyFebruary 182, 20176 ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Parks and Community Services Commission of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. Section 2. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Commission. ARTICLE II COMMISSION COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Parks and Community Services Commission shall be composed of six (6) members, one of whom is a high school student residing in the City of Dublin. Section 2. The Mayor shall make all appointments to the Commission, with the approval of the City Council. Section 3. Commission members may resign at any time by giving written notice to the Mayor and City Clerk. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Commission members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of an even numbered election year. At the end of a Commissioner member’s term, the Commission member may be reappointed to the Commission in the same manner as the initial appointment. Commission members shall be eligible to serve a maximum of eight (8) years with two (2) 4- year terms. Section 2. The term of the student member shall be for one (1) year, commencing July 1st and terminating on the following June 30th. Section 3. Any member of the Commission may be removed from the office with the approval of a majority of the City Council. Removal and appointment of Commissioners shall be made only at a regularly scheduled meeting of the City Council. Section 4. Commission members should endeavor tomust attend 75% of all regular and special meetings of the Commissionin a 12-month period. The Secretary to the Commission shall provide the Mayor with quarterlymonthly attendance reports and a quarterly review of attendance by Commissioners members. After the third absence from a regularly scheduled Commission meeting within any twelve (12) month period, said Commission member’s office shall be automatically declared vacant.The Secretary to the Commission shall CITY OF DUBLIN PARKS AND COMMUNITY SERVICES COMMISSION BYLAWS AND RULES OF PROCEDURE ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Parks and Community Services Commission JulyFebruary 182, 20176 notify the Mayor if a Commission member is absent from three consecutive meetings. The Commission member shall also be notified that they may be removed from the Commission. Section 5. If a Commissioner member ceases to reside in the City of Dublin, said Commissioner’s office shall be automatically declared vacant. ARTICLE IV VACANCIES Section 1. Vacancies on the Commission occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Commission shall elect a Chairperson at the first meeting in January of each year, or if a quorum is not present, at the next meeting at which a quorum is present. The Chairperson and Vice Chairperson shall serve until their successors are elected, or until their terms as members of the Commission expire, whichever is first. The Commission shall, unless no Commissioners meet criteria, elect Commissioners to the positions that have not previously served in the position and have not declined the appointment, with the intent that no one should serve in the position for no more than two consecutive years. Section 2. The Secretary to the Commission will be the City Manager or his/her designee. Section 3. Vacancies. In case of any vacancy in the Office of the Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. Section 4. Duties of Officers. The Chairperson performs the following duties: (a) Presides at all meeting of the Commission. (b) Appoints committee and chairpersons of committees as necessary. (c) Signs correspondence on behalf of the Commission. (d) Represents the Commission before the City Council. (e) Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her ability to act, the Vice Chairperson presides in the place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and Vice Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. Section 5. The Committees. The Commission or Chairperson, upon direction of the Commission, May appoint several of its members, but fewer than a quorum, to serve as a ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Parks and Community Services Commission JulyFebruary 182, 20176 Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Commissions may appoint non-members to the Committee. Committees make recommendations directly to the Commission. ARTICLE VI MEETINGS Section 1. The Commission shall hold at regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Commission and entered upon its minutes. All meetings of the Commission shall be open to the public. Special meetings of the Commission may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. Section 2. A majority of the voting members of the Commission shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Commission, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Section 2.Section 3. Commissioners shall attend all regular and special Commission meetings in person. Commissioners will not be permitted to use teleconference as an option to attend any Commission meetings. ARTICLE VII GENERAL RESPONSIBILITIES OF THE COMMISSION Section 1. The Commission shall consider and make recommendations as it deems necessary to the City Council and to City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate program of parks, recreation and community services for the citizens of Dublin. Such recommendations would include, but are not limited to the following: (a) recommendations for the development, improvement and/or modification of recreation of community services and facilities; (b) future recreation and community service needs; (c) conduct of persons using park and recreation facilities by the public; and (d) annual review of the Parks and Community Services Strategic Plan. Section 2. The Commission shall also accept and consider recommendations from the Senior Center Advisory Committee and the Youth Advisory Committee, and forward the recommendations to the City Council, as appropriate. ARTICLE VIII DUTIES OF COMMISSION TO BE ADVISORY ONLY Section 1. It is intended that the Commission shall be an advisory body to the City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Parks and Community Services Commission JulyFebruary 182, 20176 authority over property or personnel which are under their respective jurisdiction. Each Commissioner is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE IX STAFF ASSISTANCE Section 1. The City Manager shall provide the Commission with such information and Staff assistance as the Commission may, from time to time request, subject to the limitations imposed by the City Council. ARTICLE X AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 2579990.2 2808791.1 ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Senior Center Advisory Committee JulyFebruary 182, 20176 CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Dublin Senior Center Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. Section 2. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisory Committee. ARTICLE II COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Advisory Committee shall be composed of five (5) members. The Mayor shall make all appointments to the Commission, with the approval of the City Council. Section 2. Committee members may resign at any time by giving written notice to the Mayor, City Clerk, and Senior Center Staff. Section 3. One member of the Parks and Community Services Commission shall serve as a liaison to the Advisory Committee. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Committee members shall be appointed for terms which run four (4) years beginning in December of even numbered election years and ending in December of even numbered election years. At the end of a Committee member's term, the Committee member may be reappointed to the Committee in the same manner as the initial appointment. Committee members shall be eligible to serve a maximum of eight (8) years with two (2) 4-year terms. Section 2. Any member of the Advisory Committee may be removed from office with the approval of a majority of the City Council. Removal and appointment of Senior Center Advisory Committee Members shall be made only at a regularly scheduled meeting of the City Council. Section 3. Committee Members should endeavor tomust attend 75% of all regular and special meetings of the Advisory Committee.in a 12 month period. The Secretary to the Advisory Committee shall provide the Mayor with quarterly monthly attendance reports and a quarterly overview of attendance by Committee Mmembers. After the third absence from a regularly scheduled Committee meeting within any twelve (12) month period, said Committee Member’s office shall be automatically declared vacant.The Secretary to the Advisory Committee shall notify the Mayor if a Committee member is absent from three (3) consecutive ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Senior Center Advisory Committee JulyFebruary 182, 20176 meetings. The Committee member shall also be notified that they may be removed from the Committee. Section 4. If a Committee member ceases to reside in the City of Dublin, said Committee member’s office shall be automatically declared vacant. ARTICLE IV VACANCIES Section 1. Vacancies on the Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term in the same manner as the original appointment. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Advisory Committee for a 1-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected at the first meeting of the Advisory Committee in January of each year. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee members are present. The Advisory Committee shall, unless no Committee Members meet the criteria, elect Committee Members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for more than two consecutive years. The secretary to the Advisory Committee will be the City Manager or his/her designee. Section 2. Vacancies. In case of any vacancy in the office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. Section 3. Duties of Officers. The Chairman performs the following duties: (a) Presides at all meetings of the Advisory Committee. (b) Appoints sub-committees and chairpersons of sub-committees as necessary. (c) Signs correspondence on behalf of the Advisory Committee. (d) Represents the Advisory Committee before the Parks and Services Commission and City Council, or designates a representative. (e) Performs other duties necessary or customary to the office. In the event of the absence of the Chairperson or his/her inability to act, the Vice- Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice-Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Senior Center Advisory Committee JulyFebruary 182, 20176 Section 4. The Sub-Committees. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its members, but less than a quorum, to serve as a Sub-Committee. On certain occasions, such as when a particular kind of expertise or public representation is desirable, the Advisory Committee may appoint non- members to the Sub-Committee. Sub-Committees make recommendations directly to the Advisory Committee. A Sub-Committee may not represent the Advisory Committee before the Parks and Community Services Commission and the City Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. ARTICLE VI MEETINGS Section 1. The Advisory Committee shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. Section 2. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Section 2.Section 3. Advisory Committee Members shall attend all regular and special Committee meetings in person. Committee Members will not be permitted to use teleconferences as an option to attend Committee meetings. ARTICLE VII GENERAL RESPONSIBILITIES OF THE COMMITTEE Section 1. The Advisory CommitteeCommission shall consider and make recommendations, as it deems necessary to the City Parks and Community Services Commission, City Council, and City Staff in all matters pertaining to the operation and maintenance of an effective, efficient, and adequate Senior Center for Dublin citizens. Such recommendations would include, but are not limited to the following: recommendations for the development, improvement and/or modification of senior services and facilities; future senior needs; conduct of persons using the Senior Center; and rules for the use of the Senior Center by the public. ARTICLE VIII DUTIES OF COMMITTEE TO BE ADVISORY ONLY Section 1. It is intended that the Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Senior Center Advisory Committee JulyFebruary 182, 20176 are under their respective jurisdictions. Each Committee Member is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE IX STAFF ASSISTANCE Section 1. The City Manager shall provide the Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council. ARTICLE X AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 2584737.2 2808781.1 ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 1 of 4 Youth Advisory Committee JulyFebruary 182, 20176 CITY OF DUBLIN YOUTH ADVISORY COMMITTEE BYLAWS AND RULES OF PROCEDURE ARTICLE I GENERAL PROVISIONS Section 1. These Rules of Procedure shall be known as the Bylaws and Rules of Procedure of the Youth Advisory Committee of the City of Dublin. A copy of these Rules and amendments thereto, shall be filed in the offices of the City Clerk for examination by the public. Section 2. These Rules and any amendments hereto shall be effective on the date of the adoption hereof, and shall govern the meetings and activities of the Advisory Committee. ARTICLE II COMMITTEE COMPOSITION AND METHOD OF APPOINTMENT Section 1. The Youth Advisory Committee shall be composed of a minimum of nine (9) and a maximum of thirteen (13) youth members and three (3) youth alternates. At least three (3) of the Committee Members must be from middle school and six (6) from high school. Additionally, there shall be four (4) non-voting adult members representing Dublin Police Services, Dublin Unified School District, Dublin Chamber of Commerce, and the At-large Community. Section 2. Committee members may resign at any time by giving written notice to the Mayor, City Clerk, and Parks and Community Services Director or his/her designee. Section 3. One member of the Parks and Community Services Commission shall serve as a non-voting member to the Advisory Committee. ARTICLE III TERM OF OFFICE AND REMOVAL Section 1. Youth Advisory Committee Members shall serve a one (1) year term, commencing June 1 and terminating on the following May 31 (or until their successors are appointed). During the months of June through August, meetings will be held as necessary. At the end of a Committee member's term, the Committee member may be reappointed to the Advisory Committee in the same manner as the initial appointment. There shall be no limit to the number of terms a Committee member may serve. Section 2. Any member of the Advisory Committee members may be removed from office with the approval of a majority of the City Council. Removal and appointment of Committee Members shall be made only at a regularly scheduled meeting of the City Council. Section 3. Committee Members should endeavor to attend all regular and special meetings of the Advisory Committee. The Secretary to the Advisory Committee shall provide the Mayor with quarterly attendance reports by Committee members. After the third absence from a regularly scheduled Committee meeting within any twelve (12) month period, said Committee Member’s office shall be automatically declared vacant. If a member of the ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 2 of 4 Youth Advisory Committee JulyFebruary 182, 20176 Advisory Committee is absent from two (2) consecutive meetings or three (3) meetings during the term without permission from said Advisory Committee, or if a Committee member ceases to reside in the City of Dublin or, in the case of youth members, ceases to be enrolled in school, said Committee member’s office shall be declared vacant. Additionally, if a Committee Mmember is late by more than twenty (20) minutes to two meetings without permission from said Advisory Committee, this shall constitute one absence. Section 3.Section 4. If a Committee Member ceases to reside in the City of Dublin, or in the case of youth members, ceases to be enrolled in school, said Committee Member’s office shall be automatically declared vacant. ARTICLE IV VACANCIES Section 1. Vacancies on the Youth Advisory Committee occurring other than by expiration of term shall be filled for the unexpired portion of the term by the alternates. In the event that there are more than two vacancies on the Advisory Committee, vacancies shall be filled in the same manner as the original appointment. ARTICLE V OFFICERS Section 1. Election and Term of Office. The Chairperson and Vice Chairperson are elected by the majority of the Youth Advisory Committee for a one-year term and hold office until their successors are elected, or until their terms as members of the Advisory Committee expire. The officers are elected each year at the June meeting of the Advisory Committee. Elections, whether regular or to fill vacancies shall be held only if a simple majority of the Advisory Committee members are present. The Advisory Committee shall, unless no Committee members meet the criteria, elect Committee members to the positions that have not previously served in the position and that have not declined the appointment, with the intent that no one should serve in the position for more than two (2) consecutive years. The secretary to the Advisory Committee will be the City Manager or his/her designee. Section 2. Vacancies. In case of any vacancy in the office of Chairperson or Vice Chairperson, the vacancy shall be filled by an election held at the first regular meeting after the occurrence of such vacancy. The person so elected shall serve the balance of the term. Section 3. Duties of Officers. The Chairman performs the following duties: (a) Presides at all meetings of the Advisory Committee. (b) Appoints sub-committees and chairpersons of sub-committees as necessary. (c) Signs correspondence on behalf of the Advisory Committee. (d) Performs other duties necessary or customary to the office. ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 3 of 4 Youth Advisory Committee JulyFebruary 182, 20176 (e) Serves the City Council and the residents of the City of Dublin with professionalism and respect. In the event of the absence of the Chairperson or his/her inability to act, the Vice- Chairperson presides in place of the Chairperson. In the event of the absence of or the inability to act of both the Chairperson and the Vice-Chairperson, the remaining members shall elect one of their members to act as temporary Chairperson. ARTICLE VI SUB-COMMITTEES Section 1. The Advisory Committee or the Chairperson, upon direction of the Advisory Committee, may appoint several of its members, but fewer than a quorum, to serve as a Sub-Committee. The Advisory Committee may appoint non-members to the Sub-Committee in an effort to obtain additional public involvement as needed. Sub-Committees make recommendations directly to the Advisory Committee. Section 2. A Sub-Committee may not represent the Advisory Committee before the Commission or Council or other bodies unless it has first received the authorization of the Advisory Committee to do so. ARTICLE VII MEETINGS Section 1. The Youth Advisory Committee shall hold regular meetings at least once per month at a designated time and place, which shall be fixed and determined by the Advisory Committee and entered upon its minutes. All meetings of the Advisory Committee shall be open to the public. Special meetings of the Advisory Committee may be called by a majority of the members thereof, or by the Chairperson thereof. Notice of any such special meeting shall be given as required by law. Section 2. A majority of the voting members of the Advisory Committee shall constitute a quorum for the purpose of transacting business. The secretary shall keep minutes of all regular and special meetings of the Advisory Committee, and these shall be sent to all members and administrative officers in advance of the meeting in which they are to be approved. Section 2.Section 3. Committee Members shall attend all regular and special Committee meetings in person. Committee Members will not be permitted to use teleconference as an option to attend any Committee meetings. ARTICLE VIII GENERAL RESPONSIBILITIES OF THE COMMITTEE Section 1. Provide input on youth services and programming to the Parks and Community Services Commission, City Council and to City Staff. Section 2. Address issues that affect youth in the community. Section 3. Assist with the promotion and implementation of youth activities. ____________________________________________________________________________________________ Bylaws and Rules of Procedure Page 4 of 4 Youth Advisory Committee JulyFebruary 182, 20176 Section 4. Generate an annual report on the progress of the Youth Advisory Committee. Additionally, Committee members are expected to attend all regular meeting and subcommittee meetings as assigned; attend the activities planned and sponsored by the Advisory Committee; and promote youth activities and provide support for successful implementation of youth activities and programs. ARTICLE IX DUTIES OF COMMITTEE TO BE ADVISORY ONLY Section 1. It is intended that the Youth Advisory Committee shall be an advisory body to the Parks and Community Services Commission and City Council. Nothing herein contained shall be construed as a limitation on the power of the City Council or the Administrative Staff of the City or any other agency in their supervision, or authority over property or personnel which are under their respective jurisdictions. Each Committee Member is expected to serve the City and the residents of the City of Dublin with professionalism and respect. ARTICLE X STAFF ASSISTANCE Section 1. The City Manager shall provide the Youth Advisory Committee with such information and Staff assistance as the Advisory Committee may, from time to time request, subject to the limitations imposed by the City Council. ARTICLE XI AMENDMENTS Section 1. These Bylaws and Rules of Procedure may be amended in the same manner as originally adopted. 2585294.2 2808792.1