HomeMy WebLinkAbout08.28.2019 YAC Agenda PacketAugust 28, 2019 Dublin Youth Advisory Committee Agenda Page 1 of 2
REGULAR MEETING
Wednesday, August 28, 2019, 7:00 PM
Dublin Senior Center, 7600 Amadon Valley Boulevard
DUBLIN YOUTH
ADVISORY COMMITTEE
A G E N D A
• Agendas and Staff Reports are posted on the City’s Internet Website (www.dublin.ca.gov)
• A complete packet of information containing Staff Reports and exhibits relate to each item is available of public
review at least 72 hours prior to a Youth Advisory Committee Meeting or, in the event that it is delivered to
Youth Advisory Committee members less than 72 hours prior to a Youth Advisory Committee Meeting, as soon
as it is so delivered.
1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
2. ORAL COMMUNICATIONS
2.1. Public Comment
At this time, the public is permitted to address the Youth Advisory Committee on non-agendized items. Please step to the
podium and clearly state your name for the record. COMMENTS SHOULD NOT EXCEED THREE (3) MINUTES. In
accordance with State Law, no action or discussion may take place on any item not appearing on the posted ag enda. The
Youth Advisory Committee may respond to statements made or questions asked, or may request Staff to report back at a
future meeting concerning the matter. Any member of the public may contact the Recording Secretary’s Office related to
the proper procedure to place an item on a future Youth Advisory Committee agenda. The exceptions under which the
Youth Advisory Committee MAY discuss and/or take action on items not appearing on the agenda are contained in
Government Code Section 54954.2(b)(1)(2)(3).
3. CONSENT CALENDAR
Consent Calendar items are typically non-controversial in nature and are considered for approval by the Youth Advisory
Committee with one single action. Members of the audience, Staff or the Youth Advisory Committee who would like an item
removed from the Consent Calendar for purposes of public input may request the Chair to remove the item.
3.1. Minutes of the May 22, 2019 Regular Youth Advisory Committee Meeting
The Advisory Committee will consider approval of the minutes of the May 22, 2019
Regular meeting.
STAFF RECOMMENDATION:
Approve the minutes of the May 22, 2019 Regular Youth Advisory Committee
meeting.
4. WRITTEN COMMUNICATION
5. PUBLIC HEARING
6. UNFINISHED BUSINESS
7. NEW BUSINESS
7.1. Election of Youth Advisory Committee Chairperson and Vice Chairperson
The Advisory Committee will conduct elections for the positions of Chairperson and
Vice Chairperson for the 2019-2020 term.
STAFF RECOMMENDATION:
Conduct elections for a Chairperson and Vice Chairperson for the 2019-2020 term.
August 28, 2019 Dublin Youth Advisory Committee Agenda Page 2 of 2
7.2. Review of Robert’s Rules of Order and Brown Act
The Advisory Committee will receive a report on the Robert’s Rules of Order and the
Brown Act pertaining to City Commissions and Advisory Committees.
STAFF RECOMMENDATION:
Receive the Report.
7.3. Review of Youth Advisory Committee Bylaws and Rules of Procedure
The Advisory Committee will receive a report on the Youth Advisory Committee
Bylaws and Rules of Procedure.
STAFF RECOMMENDATION:
Receive the Report.
8. OTHER BUSINESS
Brief information only reports from City Council and/or Staff, including committee reports and reports by City
Council related to meetings attended at City expense (AB1234).
9. ADJOURNMENT
This AGENDA is posted in accordance with Government Code Section 54954.2(a)
If requested, pursuant to Government Code Section 54953.2, this agenda shall be made available in appropriate
alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of
1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make
a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833 -
6650 at least 72 hours in advance of the meeting.
Mission
The City of Dublin promotes and supports a high quality of life, ensures a safe and secure environment, and fosters
new opportunities.
Vision
Dublin is a vibrant city committed to its citizens, natural resources and cultural heritage. As Dublin grows, it wi ll
balance history with progress, to sustain an enlightened, economically balanced and diverse community.
Dublin is unified in its belief that an engaged and informed community encourages innovation in all aspects of City
life, including programs to strengthen our economic vitality, and preserve our natural surroundings through
environmental stewardship and sustainability. Dublin is dedicated to promoting an active and healthy lifestyle
through the creation of first-class recreational opportunities, facilities and programs.
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STAFF REPORT
YOUTH ADVISORY COMMITTEE
DATE: August 28, 2019
TO: Honorable Chair and Commissioners
FROM:
Lisa McPherson, Recreation Manager
SUBJECT:
Minutes of the May 22, 2019 Regular Youth Advisory Committee Meeting
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The Advisory Committee will consider approval of the minutes of the May 22, 2019
Regular meeting.
STAFF RECOMMENDATION:
Approve the minutes of the May 22, 2019 Regular Youth Advisory Committee
meeting.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
The Youth Advisory Committee will consider approval of the minutes of the May 22,
2019 Regular meeting.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Minutes of the May 22, 2019 Youth Advisory Committ ee Meeting
3.1
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YOUTH ADVISORY COMMITTEE MINUTES
Wednesday, May 22, 2019
Youth Advisory Committee May 22, 2019
Regular Meeting P a g e | 1
1. Call to Order and Pledge of Allegiance - The meeting was called to order at 7:02 p.m.
by Committee Chair Wesley Wong. The pledge of allegiance was recited by those present
at the meeting.
Attendee Name Title
Status
Wesley Wong Committee Chair Present
Sophia Huang Committee Member Absent
Sarah Bray Committee Member Present
Steven Chan Committee Member Absent
Hollis Carey Committee Member Present
Darren Furtado Committee Member Present
Saanya Goel Committee Member Present
Medha Gowda Committee Member Present
Aleena Imran Committee Member Present
Rithu Lakshman Committee Member Present
Rhea Mitr Committee Member Present
Siri Phaneendra Committee Member Present
Mahathi Vurimi Committee Member Present
Trishala Jain Committee Member Present
Mihika Sharma Committee Member Present
Shaina Goel PCS Student Representative Present
2. Oral Communications
2.2. Public Comment - None
3. Consent Calendar
3.1. Approved the minutes of the April 24, 2019 Regular meeting.
RESULT: ADOPTED
MOVED BY: R. MITR
SECOND: M. GOWDA
AYES: W. WONG, S. GOEL, A. IMRAN, A. BEDI, S. PHANEENDRA, D.
FURTADO, M. SHARMA, M. VURIMI, S. BRAY, T. JAIN, H.
CAREY, R. LAKSHMAN
ABSENT: S HUANG, S. CHAN
4. Written Communication - None
4. Public Hearing – None
3.1.a
Packet Pg. 4 Attachment: 1. Minutes of the May 22, 2019 Youth Advisory Committee Meeting (Minutes of the May 22, 2019 Regular Youth Advisory
Youth Advisory Committee May 22, 2019
Regular Meeting P a g e | 2
6. Unfinished Business - None
7. New Business
7.1. End of the Term Celebration
Lisa McPherson, Recreation Manager, presented the specifics of the item as
outlined in the Staff Report.
The Committee received the report and provided feedback.
8. Other Business
Committee Members provided informational reports on recent events and meetings attended.
9. Adjournment
The meeting was adjourned at 7:18 PM.
Minutes prepared by Lisa McPherson, Recreation Manager
____________________________________
Wesley Wong
Youth Advisory Committee Chair
ATTEST:
________________________________________
Lisa McPherson
Recreation Manager
3.1.a
Packet Pg. 5 Attachment: 1. Minutes of the May 22, 2019 Youth Advisory Committee Meeting (Minutes of the May 22, 2019 Regular Youth Advisory
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STAFF REPORT
YOUTH ADVISORY COMMITTEE
DATE: August 28, 2019
TO: Honorable Chair and Commissioners
FROM:
Lisa McPherson, Recreation Manager
SUBJECT:
Election of Youth Advisory Committee Chairperson and Vice Chairperson
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The Advisory Committee will conduct elections for the positions of Chairperson and Vice
Chairperson for the 2019-2020 term.
STAFF RECOMMENDATION:
Conduct elections for a Chairperson and Vice Chairperson for the 2019-2020 term.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
Annually, Youth Advisory Committee Members elect a Chairperson and Vice
Chairperson. Committee Members interested in running for Chairperson or Vice
Chairperson will be asked to share a two-minute, or less, personal statement explaining
to the Committee why they should be elected as the next Chairperson or Vice
Chairperson. Afterwards, Staff will call for nominations, and nominations will be voted
on by each Committee Member.
Chairperson and Vice Chairperson elections are conducted in June per Article V of the
bylaws, however each year to coincide with the beginning of the school year, the
elections are generally held in August, in accordance with Article III of the bylaws. The
Bylaws and Rules of Procedure for the Youth Advisory Committee Members state the
following:
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, meeting s
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will be held as necessary. At the end of the 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.
ARTICLE V
OFFICERS
Section 1. Election and Term of Office. The Chairperson and Vice
Chairperson are elected by the majority of the Youth Advisory Committe e 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.
(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.
Additionally, Committee Members are expected to attend all regular meetings, special
meetings and subcommittee meetings as assigned. Attend activities planned and
sponsored by the Advisory Committee. Promote youth activities and provide support for
successful implementation of youth activities and programs.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
7.1
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Page 3 of 3
N/A.
ATTACHMENTS:
None.
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STAFF REPORT
YOUTH ADVISORY COMMITTEE
DATE: August 28, 2019
TO: Honorable Chair and Commissioners
FROM:
Lisa McPherson, Recreation Manager
SUBJECT:
Review of Robert’s Rules of Order and Brown Act
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The Advisory Committee will receive a report on the Robert’s Rules of Order and the
Brown Act pertaining to City Commissions and Advisory Committees.
STAFF RECOMMENDATION:
Receive the Report.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
The Deputy City Clerk, Mr. Walfred Solorzano, will review Robert’s Rules of Order and
the Brown Act with Youth Advisory Committee Members.
Robert’s Rules of Order are rules of conduct at public meetings, which allow everyone
to be heard and make decisions in an orderly process.
The Brown Act solely applies to City and County governmental bodies in California,
including Public Agencies, Boards, Commissions and Councils. The intent of the Brown
Act is to ensure that members of these governmental bodies conduct meetings, in which
meeting actions and deliberations be conducted openly.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Robert's Rules of Order and Brown Act Training
7.2
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Robert’s Rules of Order and
Brown Act Training
Robert’s Rules of Order
Henry M. Robert wrote Robert’s Rules of Order, a presentation and discussion of Parliamentary
procedure.
Basic principles behind Robert’s Rules of Order:
• Someone has to facilitate or direct the discussion and keep order.
• All members of the group have the right to bring up ideas, discuss them, and come to a
conclusion.
• Members should come to an agreement about what to do.
• Members should understand the majority rules, but the rights of the minority are
always protected by assuring them the right to speak and to vote.
There are three main principles to Parliamentary procedure:
• Take up business one item at a time.
• Promote courtesy, justice and impartiality, and equality.
• The majority rules, but the rights of individual, minority, and absent members are
protected.
Order of Business
Chair calls the meeting to order.
Recording Secretary records start time and takes roll.
Agenda is followed.
Minutes from previous meeting are approved.
Making and Handling Motions Following Robert’s Rules
An item on the agenda is brought up and explained by the Chair.
Item is discussed.
1
7.2.a
Packet Pg. 10 Attachment: 1. Robert's Rules of Order and Brown Act Training (Review of Robert’s Rules of Order and Brown Act)
Here are the eight steps required from start to finish , making a motion and getting the decision
of the committee. Each step is a required part of the process.
Step What to say
1. The member rises and addresses the chair. “Mr./Madam Chairman.”
2. The chair recognizes the member. “The chair recognizes Ms. Dublin.”
3. The member makes a motion. “I move to have a game night at the
Civic Center.”
4. Another member seconds the motion. “Second.”
5. The chair states the motion. “It is moved and seconded to have a
game night at the Civic Center. Are
you ready for the question?”
6. The members debate the motion. “The chair recognizes Ms. Dublin to
speak her motion. . . .”
7. The chair puts the question, “Those in favor of adopting
and the members vote. the motion to hold a game night at
the Civic Center, say ‘Aye.’ [pause]
Those opposed, say ‘No.’”
8. The chair announces the result of the vote. “The ayes have it, and the motion
carries. A game night will be held at
the Civic Center.”
Announcements
Adjournment – This meeting is now adjourned. Recording Secretary records end time.
The Brown Act
The Ralph M. Brown Act (the “Brown Act”) was enacted in 1967 to cover state agencies. Its
intent declares, “All meetings of the legislative body of a local agency shall be open and public,
and all persons shall be permitted to attend any meeting of the legislative body of a local
agency, except as otherwise provided in this chapter.” (Govt. Code 54953(a).
There are certain requirements that must be followed when meetings of legislative bodies of a
local agency take place:
Agenda must be posted 72 hours in advance of meeting in a public place where it can be
viewed 24 hours a day.
2
7.2.a
Packet Pg. 11 Attachment: 1. Robert's Rules of Order and Brown Act Training (Review of Robert’s Rules of Order and Brown Act)
A quorum of members (a majority of the members) cannot gather and discuss an y business of
the body outside of the publicly noticed meeting.
The meeting name, a regular meeting time, date and place, and cannot hold a Regular meeting
outside of that time, date and place, unless required advance notice is given for an adjourned
regular, special or emergency meeting.
The agenda must also have a “Public Comment” category on the agenda so the public may
address any item under the jurisdiction of the body, but not on the current agenda.
A record of the meeting and actions must be kept.
There are certain items on the agenda that can be heard in “Closed Session.” There is a specific
list of Safe Harbor categories to cover these items.
Robert’s Rules of Order and the Brown Act help the City’s City Council, Commissions and
Committee meetings run smoothly.
3
7.2.a
Packet Pg. 12 Attachment: 1. Robert's Rules of Order and Brown Act Training (Review of Robert’s Rules of Order and Brown Act)
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STAFF REPORT
YOUTH ADVISORY COMMITTEE
DATE: August 28, 2019
TO: Honorable Chair and Commissioners
FROM:
Lisa McPherson, Recreation Manager
SUBJECT:
Review of Youth Advisory Committee Bylaws and Rules of Procedure
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The Advisory Committee will receive a report on the Youth Advisory Committee Bylaws
and Rules of Procedure.
STAFF RECOMMENDATION:
Receive the Report.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
The Youth Advisory Committee is charged with the purpose of providing input on youth
services, assisting with implementation and promotion of youth activities and addressing
issues that affect youth in the Community. The Bylaws and Rules of Procedure govern
the meetings and activities of the Advisory Committee, and include the following
sections:
· General Provisions
· Committee Composition and Method of Appointment
· Term of Office and Removal
· Vacancies
· Officers
· Sub-Committees
· Meetings
· General Responsibilities of the Committee
· Duties of Committee to be Advisory Only
· Staff Assistance
· Amendments
7.3
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Staff will review the Youth Advisory Committee Bylaws and Rules of Procedure with the
Advisory Committee Members.
In addition, Staff will provide the Advisory Committee with information on the
Commissioner Resource Handbook, which provides background information on the City
of Dublin, as well as government and general operating guidelines for all
Commissioners and Advisory Committee Members.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Youth Advisory Committee Bylaws
2. Commissioner Resource Handbook
7.3
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____________________________________________________________________________________________
Bylaws and Rules of Procedure Page 1 of 4
Youth Advisory Committee July 18, 2017
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. Additionally, if a
7.3.a
Packet Pg. 15 Attachment: 1. Youth Advisory Committee Bylaws (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
____________________________________________________________________________________________
Bylaws and Rules of Procedure Page 2 of 4
Youth Advisory Committee July 18, 2017
Committee Member is late by more than twenty (20) minutes to two meetings without
permission from said Advisory Committee, this shall constitute one absence.
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.
(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
7.3.a
Packet Pg. 16 Attachment: 1. Youth Advisory Committee Bylaws (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
____________________________________________________________________________________________
Bylaws and Rules of Procedure Page 3 of 4
Youth Advisory Committee July 18, 2017
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 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.
Section 4. Generate an annual report on the progress of the Youth Advisory
Committee.
7.3.a
Packet Pg. 17 Attachment: 1. Youth Advisory Committee Bylaws (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
____________________________________________________________________________________________
Bylaws and Rules of Procedure Page 4 of 4
Youth Advisory Committee July 18, 2017
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
7.3.a
Packet Pg. 18 Attachment: 1. Youth Advisory Committee Bylaws (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Revised December 2018
Commissioner
Resource Handbook
7.3.b
Packet Pg. 19 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook December 2018
TABLE OF CONTENTS
Introduction…………………………………………………………………………...…. 1
Mission, Vision and Values………………………………………………………………. 2
Historical Background……………………………………………………………………. 4
City Government……………………………………………………………………….... 5
City Council…………………………………………………………………………….... 5
City Administration……………………………………………………………………… 7
Dublin Municipal Code…………………………………………………..………………. 11
General Plan…………………………………………………………………...…………. 11
City Commissions/Committees…………………………………………………...……… 12
Appointment to City Commissions………………………………………………………. 14
Compensation and Expenses……………………………………………………..………. 15
Meeting Attendance………………………………………………………………...……. 15
Open Meeting Requirements……………………………………………………………... 16
Meeting Procedures……………………………………………………………………… 17
Public Hearings……………………………………………………………………...…… 18
Rules of Debate………………………………………………………………………….. 20
Code of Conduct………………………………………………………………………… 23
Responsibilities of Commissioners……………………………………………………….. 25
Appendix (Appendices 1 – 11)
7.3.b
Packet Pg. 20 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook December 2018
Appendix
1. Organizational Chart
2. Chapter 2.12 of the Dublin Municipal Code
(Planning Commission Rules of Procedure)
3. Resolution No. 16-08 of the Planning Commission
4. Parks & Community Services Commission Bylaws and
Rules of Procedure
5. Heritage & Cultural Arts Commission Bylaws and
Rules of Procedure
6. Human Services Commission Bylaws and
Rules of Procedure
7. Senior Center Advisory Committee Bylaws and
Rules of Procedure
8. Youth Advisory Committee Bylaws and
Rules of Procedure
9. Brown Act (Open Meetings Law)/
Political Reform Act (PRA) Outline
10. Administrative Policies – Drug Free Work Place
11. Administrative Policies – Harassment Prevention Policy
12. Administrative Policies – Travel Policy and Travel Expense Report
13. Robert’s Rules of Order – Motions Chart
7.3.b
Packet Pg. 21 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 1 December 2018
INTRODUCTION
Welcome!
Thank you for volunteering your time and effort toward furthering the development and
improvement of our community. Service as a Commissioner/Committee Member
(herein called “Commissioner”) is a highly responsible position that provides an
opportunity for genuine public service. As a Commissioner, you will find that your role
requires time, effort and some lengthy evening meetings. However, it also provides an
opportunity for you to help shape the future of the City of Dublin.
Commissioners play an important role by being visible in the community and bringing a
broad representation of ideas into the process.
As a Commissioner, you are essential in the development of policies and services which
reflect the needs and values of our community. In carrying out your responsibilities, you
will work closely with your fellow Commissioners, the City Council and City Staff.
In addition to Commissions/Committees created by Resolution or City Ordinance, the
City Council regularly establishes ad hoc committees, task forces and boards, which are
designated to address specific issues and/or programs.
This handbook is intended to provide you with background information on the City of
Dublin and its government and introduce you to your role as a Commissioner. This
handbook reviews the history, government and administrative organization (Appendix 1,
Organizational Chart) of the City and provides general operating guidelines for all
Commissioners. A detailed description of each Commission and Advisory Committee,
as established by the City Council and general information relative to meeting
procedures and conduct are also included.
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MISSION, VISION & VALUES
In April 2018, the City Council decided that the current Mission did not need to be updated
but that an update to the City's Vision was appropriate. The City Council discussed merging
value statements into the Vision and eliminating the standalone value statements in the current
form.
Mission
The City of Dublin promotes and supports a high quality of life which ensures a safe and secure
environment that fosters new opportunities.
Vision
Dublin is a great community to live, work, and raise a family. Dublin values:
Safety - We are dedicated to excellent public safety resources, including police and fire.
Finances - We will strive to be fiscally transparent and balance our budgets annually.
Multi-Cultural Opportunities - We will meet the cultural needs of our community through
programming, understanding and events.
Innovation - We will continue to innovate in every aspect of government and promote
innovation within the business community.
Customer Service - We will provide excellent customer service to our residents and
businesses at all times.
Living an Active Lifestyle - We will continuously promote an active lifestyle through our
parks and facilities and encourage participation in local sports.
History - We will honor our history through places and programs that remind people of our
beginnings.
Business - We will support our businesses through ongoing economic development efforts
and help them grow and thrive locally.
Environmental Sustainability - We will continue to lead in building a
sustainability community and protecting our natural resources.
In addition to these updates, the City Council reviewed its current two-year strategic
plan and revised the strategies and their related objectives. Following is the updated
Two-Year Strategic Plan:
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Strategies and Objectives
1. Assure the City's long-term financial sustainability.
a) Maintain strong conservative fiscal policies.
b) Explore operational efficiencies in delivering service with other public agencies.
c) Look for additional ways to increase sales tax revenue for the City.
d) Continue to move the Parks and Community Services Department to a model of
financial sustainability.
2. Enhance the City’s e n g a g e m e n t efforts to better connect a n d
i n f o r m residents of City activities and public safety matters.
a) Continue utilizing social media as a communication platform to connect and
provide information to the community, while exploring various options to maximize
the footprint and efficiency of this tool.
b) Strengthen the City's social media presence on existing platforms.
c) Conduct a residential satisfaction survey.
d) Put greater emphasis on the disaster preparedness efforts by the City.
e) Participate in 2018 Urban Shield mass care and shelter countywide exercise.
f) Review and update City's comprehensive emergency management plan.
3. Pursue efforts to help strengthen the City's infrastructure and
technology
a) Work to establish a Public -Public Partnership w i t h Parks Reserve
F o r c e Training Area (RFTA) Maintenance.
b) Continue to embrace technology to improve traffic, street and engineering
infrastructure.
c) Continue evaluating the feasibility of enhancing arid increasing technology
such as Automated License Plate Readers (ALPR), video cameras, and other new
technology to prevent crime, increase community safety and to aid police
investigations.
d) Develop a special needs affordable housing project.
4. Focus efforts on ways to strengthen the City's economic vitality, including
the Downtown, through public investment and economic development.
a) Continue implementing the recommendations in the City's adopted Economic
Development Strategic Plan, including offering of incentives and other grants to
small businesses to make physical improvements to properties.
b) Market, in conjunction with property owners, the opportunity sites.
c) Work with Downtown property owners on updating the CC&Rs to facilitate
retail transition.
d) Work with Downtown property owners on building/site improvements.
e) The City Council will provide policy direction to further refine and provide
specificity on areas of focus in the Downtown and Eastern Dublin Transit Center
plan areas.
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HISTORICAL BACKGROUND
Dublin has long been known as the "crossroads" of the Bay Area. Dublin sits at the
crossroads of two major freeways: I-580 and I-680. However, the significance of the
"crossroads" dates back over two hundred years when Dublin served as the crossroads
of two important stagecoach routes - one from the Bay Area to Stockton and the other
from Martinez to San Jose. The Alamilla Spring, located in the Dublin area, provided a
place for travelers to change horses and freshen up before continuing their journey.
Dublin has a history dating back to 1772 when Pedro Fages led an expedition of 16
men on a journey in search of a land route to Drake's Bay , which at that time was called
San Francisco Bay. Their return journey brought them through the Amador Valley.
It was not until approximately 1822 when building began in the area. Jose Maria Amador
was paid in land for his years of service as a Mexican soldier and as administrator of
Mission San Jose. He received a land grant of 16,517 acres in the Amador -Livermore
Valley. He built adobe homes and many small buildings that were used as shops where
his Indian workers made soap, blankets, shoes, farm tools, etc., for use on his rancho.
In 1852 Michael Murray and Jeremiah Fallon came to this area from Ireland. They
purchased 1,000 acres of land from Jose Amador and built homes for their families. The
area began to grow as many settled in the area.
In 1853 Alameda County was created from parts of Contra Costa and Santa Clara
counties. Both Murray and Fallon served on the Alameda County Board of Supervisors.
Townships were established the next year and Murray's name was chosen for this area.
By 1877 the first schoolhouse in the Amador-Livermore Valley, along with a church, two
hotels, Green's Store, a wagon and blacksmith shop, and a shoemaker’s shop were
constructed in Dublin. The Murray Schoolhouse, Green's Store, St. Raymond's Church
and the old pioneer cemetery (where members of the Donner Party Expedition are
buried) have been preserved and are now located on Donlon Way. Mail was delivered
to the Dougherty Station Hotel. Thus, the area became known as Dougherty's Station.
Subsequently, the area became known as Dublin and in 1982 the City incorporated.
Since incorporation, the rapidly expanding Tri-Valley area has become renowned as a
place of prosperity, a center for internationally acclaimed business parks and home to
some of the world's largest corporations.
The City of Dublin, located at the crossroads of the Tri-Valley, has contributed to the
planned growth and forward thinking of the area. The City continues to look ahead to
expand and enhance the quality of life for members of the community.
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CITY GOVERNMENT
The City of Dublin is a General Law City operating under a City Council–Manager form
of local government, which combines the political leadership of an elected Mayor and
City Council, with the strong professional experience of an appointed City Manager.
City Council elections are nonpartisan.
The Mayor and City Council, as a collegial body, are responsible for setting policy,
setting/prioritizing goals and objectives, and approving the budget. The Mayor, with
confirmation by the City Council, makes recommendations for appointment to the
City's Advisory Commissions and Committees.
The majority of California cities, including Dublin, operate under the City Council–
Manager form of government. The City Council appoints the City Manager, who is
responsible for the day-to-day administrative operation of the City, including
preparation of the budget, delivery of services, hiring of personnel, enforcement of laws,
and implementation of capital projects.
CITY COUNCIL
The City Council acts as the governing body of the City with all the regulatory and
corporate powers of a municipal corporation provided under California State Law. In
general, the City Council supervises the operations of the City government by
establishing policies and programs and appropriating funds for each service function.
The City Council is the policy-making body of the City and is held responsible for
implementation of all programs and services provided by the City. The City Council
adopts most ordinances and resolutions, and approves contracts, reviews proposals for
community needs, initiates actions for new programs and determines the level of funding
for City services and facilities.
Each year the City Council approves an Annual Operating Budget and a Five-Year
Capital Improvement Program (CIP), which establishes program expenditures and
revenues on a yearly basis. The final adoption of the budget occurs after the holding of
a public hearing for the purpose of receiving public comment on City programs and
expenditures.
Elections
General Municipal Elections are held in November of even numbered years. The City
Council consists of four elected City Councilmembers and one elected Mayor.
Members of the City Council are elected “at large” to serve the entire community
rather than by district. The Mayor is directly elected to a two-year term and the four
City Councilmembers are elected to four-year staggered terms. In November of 1996,
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voters in Dublin established term limits, which state generally that no one may serve
more than eight consecutive years in any combination of positions on the City Council.
Anyone who is 18 years of age, and who is a resident and registered voter in Dublin,
may run for a seat on the City Council.
City Council Meetings
The Dublin City Council conducts public meetings on matters of public interest on the
first and third Tuesday of each month. City Council meetings are held in the Council
Chamber located at 100 Civic Plaza. The meetings begin at 7:00 p.m., and public
participation is welcomed. Special meetings or study sessions may also be called from
time-to-time, and generally deal with specific topics. All meetings are open to the
public, and residents are encouraged to attend and provide input to their elected
officials. Regular meetings are video cast live on Community Television (Channel 28) or
can be viewed on the City’s website, www.dublin.ca.gov, by using Video on Demand.
Agendas are generally available on the Thursday prior to a Tuesday meeting and list all
items of business to be presented to, and acted upon, by the City Council. Agendas are
posted in the kiosk in front of the Civic Center (100 Civic Plaza), at the Dublin Public
Library (200 Civic Plaza), at the Dublin Senior Center (7600 Amador Valley Boulevard),
and on the City’s website www.dublin.ca.gov. Anyone may come to the City Clerk's
Office (100 Civic Plaza, 2nd Floor) and pick up a free copy of the agenda, or request to
be placed on a free email notification list. Packets containing backup documentation and
Staff Reports related to each agenda item are available for review prior to a meeting in
the City Clerk's Office, at the Dublin Public Library, and on the City’s website. A
Citizen's Information Binder is also available at each City Council meeting.
Minutes of City Council meetings
are generally presented to the
City Council for approval at a
subsequent meeting. Once
approved by the City Council,
they are available for distribution
upon request for a minimal copy
charge or they may be viewed on
the City’s website. The City
Clerk maintains a historical index
of all legislative actions taken by
the City Council.
Contact Information
Mayor & City Council (925) 833-6650
City Manager (925) 833-6650
City Clerk (925) 833-6650
General Information (925) 833-6600
Website www.dublin.ca.gov
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CITY ADMINISTRATION
The City of Dublin is continually striving to enhance the services provided to our
customers. The City organization is committed to creating a challenging and rewarding
environment in which all employees representing the City are motivated to respond to
the needs of the City's customers.
City Administration is divided into eight departments which provide service to the
entire community. A summary of each department follows:
City Manager’s Office
Appointed by the City Council, the City Manager is responsible for supervising and
coordinating the work of Department Heads and other employees, who help ensure the
smooth and efficient delivery of services. The City Manager is responsible for the day-
to-day operations of the City, as well as:
Works with elected officials as they develop policies.
Ensures that laws and policies approved by elected officials are equitably
enforced throughout the City.
Seeks feedback from residents and members of the business community to
address and solve problems.
Prepares the annual budget and 5-Year Capital Improvement Program, submits it
to elected officials for approval, and implements it once approved.
Oversees and implements the annual Strategic Plan, which includes a joint City
Council/Commission Workshop regarding the Plan.
Oversees all City contracts.
Investigates citizen complaints and problems within the administrative
organization and recommends changes to elected officials.
Liaisons with other government agencies and special districts to ensure smooth
coordination of regional services.
Responsible for appointment of all City personnel.
City Clerk’s Division: The City Clerk prepares agendas for public meetings of the
City Council, attends the City Council meetings, records in the minutes all actions taken
by the City Council, and ensures that meetings are conducted in accordance with the
Brown Act, also known as the Open Meeting Law. The City Clerk acts as a liaison
between the community and its elected officials, and is responsible for maintaining the
official records of the City. This position also administers local elections, maintains
conflict of interest and financial disclosure records submitted by public officials,
advertises and coordinates appointments to the City's Commissions and Committees,
maintains custody of and affixes the City Seal to legal documents, and administers the
Oath of Office to newly elected City Councilmembers and appointed Commissioners.
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Central Services/Human Resources/Risk Management Division: City Human
Resources & Risk Management is a Division within the City Manager’s Office. The City’s
Human Resources Director manages the following internal service program areas: City
Human Resources (City Health & Welfare Benefits, Workers’ Compensation,
Recruitment, & Employee Training), City Labor Relations, City Safety Program, City Risk
Management (City Claims & Insurance) and other special projects.
Economic Development Division: The Economic Development Division implements
the economic development goals of the City. Services include: business retention and
expansion assistance, business recruitment, site selection assistance, and access to labor
force data. The goal of these efforts is to market the City’s many economic advantages
in order to enhance the competitiveness of our local economy and to maintain a strong
and diverse revenue and job base. Public Information activities include the issuance of
press releases, management of the City website, as well as social media outreach.
City Attorney’s Office
The City Attorney is appointed by the City Council, and provides legal counsel to the
City Council, Commissions and various departments. The City Attorney is retained by
contract. Commission members work with the City Attorney through their Staff
Liaison or City Manager. The City of Dublin has contracted with Meyers, Nave, Riback,
Silver and Wilson, Professional Law Corporation, since Dublin’s incorporation in 1982.
Administrative Services
The Administrative Services Department consists of two operating divisions which
provide support to the entire organization.
Finance Division: The Finance Division performs all finance related functions including:
accounts payable, accounts receivable, treasury, payroll, purchasing, management of the
collection of development related fees, and maintenance of other related City financial
records. This Division also provides support to the City Manager on various
administrative projects including the development and preparation of the City’s
Operating and Capital Improvement Program budgets.
Information Services Division: The Information Services Division oversees the
operation and maintenance of the City's computer equipment and network systems.
This includes the provision of both data and telephone networks at Civic Center as well
as other City facilities. The division assists operating departments with technical
expertise related to department software. Support is provided by this division for the
development of maps and operation of the Geographic Information System.
Community Development Department
The Community Development Department is made up of three divisions: Building &
Safety, Housing, and Planning Services.
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Building & Safety Division: This Division is primarily responsible for ensuring that
private and City-owned buildings are properly constructed and safe for occupancy.
Headed by the Chief Building Official, this Division is staffed with licensed and certified
professionals who work in cooperation with the Public Works and Fire Departments.
The Chief Building Official also serves as the City of Dublin Flood Plain Administrator in
cooperation with FEMA.
Housing Division: This Division is responsible for implementing the Below Market
Rate Housing Program, Inclusionary Zoning Ordinance, and the creation of new
affordable housing. These efforts ensure that housing choices are available for all Dublin
residents and public services are in reach for those in need. The Division is headed by
the Community Development Director with an experienced program professional and
staff support.
Planning Services Division: The Assistant Community Development Director
manages the Planning Services Division, which is responsible for land planning, zoning
and development review, and code enforcement. The Division is responsible for
implementing the Dublin General Plan and is lead Staff to the Planning Commission. The
Division includes experienced city planners and program professionals, code
enforcement officers, and support personnel.
Public Works Department
The Public Works Department performs and/or oversees Engineering, Capital Project
Construction, Public and Private Project Plan Checking and Inspection, and Maintenance
activities for the City. The Department consists of four divisions: Engineering, Parks &
Facilities Development, Maintenance and Environmental Services.
Engineering Division: The Engineering Division is responsible for the design and
construction of Capital Improvement Projects. These projects may be street-related
such as road widening or paving. The Engineering Division also provides plan checking
and inspection services for private development projects such as residential subdivisions
or commercial developments. Traffic engineering services include the design and
implementation of traffic control devices on major streets and in neighborhoods, review
of traffic impacts created by new development, and roadway planning.
Parks and Facilities Development Division: The Parks and Facilities Development
Division is responsible for the planning, design and construction of new City parks and
community facilities. Additionally the Division manages a variety of improvement
projects for the City’s existing parks and buildings.
Maintenance Division: The Maintenance Division is responsible for maintenance of
City streets, parks and public buildings.
Environmental Services Division: The City’s Environmental Services Division
develops, implements and monitors programs to manage natural resources and
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hazardous materials. The Environmental Services Division also promotes conservation
efforts, including energy conservation and water conservation. Additionally, the
Environmental Services Division administers and enforces many environmental
regulations and programs, including the Clean Water Program and Solid Waste program
for the City.
Parks and Community Services Department
The Parks and Community Services Department is made up of three divisions: Business
Services, Parks and Recreation and Heritage and Cultural Arts.
Business Services Division: The Business Services Division is responsible for
Communications, marketing, budget, human resources for part-time employees,
contract administration, technology, and provides administrative support to the
Department. In addition, the Division operates department administration of the
registration and facility reservation system, and publication of the seasonal Activity
Guides for the community. The division also provides support to Human Services
function for social service related activities and provides staff support to the Human
Services Commission.
Parks and Recreation Division: The Parks and Recreation Division is responsible
for planning and implementing a comprehensive program of recreational opportunities
for all ages. Programming includes family services, preschool programs, recreational and
leisure activities, teen programs, senior programs, sports and aquatics, community
facility operations and special events. The Division is responsible for the management of
the Shannon Community Center, the Dublin Senior Center, and the Dublin Swim
Center. Additionally, the Division schedules the use of the Dublin Heritage Park and
Museums, Dublin Sports Grounds, Emerald Glen Park, Ted Fairfield Park, Fallon Sports
Park and the Frank Stager Community Gymnasium.
Heritage and Cultural Arts Division: The Heritage and Cultural Arts Division
coordinate programs, projects and facilities relating to historical preservation, art and
culture within the community. The Heritage and Cultural Arts Division encourages
programs and methods that support creative activities to the highest standards, as w ell
as increase public understanding, appreciation and enjoyment of a variety of art forms.
The Heritage and Cultural Arts Division also strives to preserve Dublin’s History
through our museums, artifacts, historical programs and to educate our youth through
tours and living history programs. Additionally, the Division ensures the historical
preservation of the Dublin Heritage Park and Museums.
Police Services
Police Services for the City of Dublin are performed under contract with the Alameda
County Sheriff’s Office. Patrol, traffic enforcement, criminal investigation, crime
prevention and business office functions are performed at the Civic Center location.
Dispatch and some data processing functions are handled at the Sheriff's Office facilities
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in Oakland and San Leandro. In addition to Sheriff's Office personnel, several full-time
City employees assist with administrative functions.
Fire Services
Fire Services in the City of Dublin are comprised of four divisions: Fire Operations, Fire
Prevention, Fire Station Maintenance, and Dougherty Regional Fire Authority
(DRFA). Fire operation services are provided under a contract with the Alameda
County Fire Department (ACFD). The department personnel provide fire suppression,
advance life support emergency medical response, special operations response,
hazardous materials responses and fire prevention services to the City of
Dublin. Suppression and prevention personnel are assigned to provide service from one
of the three fire stations and/or the fire prevention office located in Dublin. One engine
company is located at Dublin Fire Station No. 16 (7494 Donohue Drive), one engine
company and one truck company is located at Fire Station No. 17 (6200 Madigan Road),
and one engine company is located at Fire Station 18 (4800 Fallon Road).
The Fire Prevention Bureau reviews plans to ensure they comply with applicable codes
and regulations. Additionally, fire prevention staff conducts periodic inspections of
facilities to ensure that business operations are conducted in a safe manner and are
consistent with fire conditions of approval.
DUBLIN MUNICIPAL CODE
The Dublin Municipal Code sets forth the regulatory, penal and administrative laws of
general application to the City pursuant to the authority granted in the California State
Government Code for general law cities. Amendments to the Dublin Municipal Code
can only be made through the adoption of an Ordinance by the City Council. The
Dublin Municipal Code is generally updated several times a year, as necessary. The
entire Municipal Code is available on the City’s website (www.dublin.ca.gov).
GENERAL PLAN
The Dublin General Plan is available on http://dublin.ca.gov/171/General-Plan and is the
official document used by decision makers and citizens to guide and interpret the City’s
long-range plans for development of land and conservation of resources. Each city and
county in California is required by State law to adopt a General Plan documenting its
intentions for future development and conservation. The General Plan must contain a
land use map, adopted policies and supporting information adequate to make informed
decisions concerning future change in the community.
The General Plan is broad and flexible enough to allow for future change, but specific
enough to inform citizens and decision makers of the City’s policy regarding the future
use of individual properties. The General Plan identifies methods for improving public
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facilities and services to meet community needs and establishes a framework within
which zoning, subdivision and other government regulations are implemented. The
General Plan provides a long-term perspective including projections for accommodating
growth based on the most current available information. The General Plan is written in
a manner which guides local decision-making and is available to all those concerned with
the future of the community.
The Dublin General Plan meets all requirements for general plans stipulated by State
laws including the seven mandatory elements: land use, circulation, housing, public
safety, conservation, open space and noise. The General Plan also includes optional
public facilities, economic development, water resource management, energy
conservation, and community design and sustainability elements.
The General Plan is structured to facilitate access to information concerning the
community. It documents existing conditions and projects future trends. It explains
City policy and offers specific programs to alleviate potential problems. It serves as a
reference document to help locate information from diverse sources. Finally, it
provides a concise guide to making decisions about the future of Dublin.
CITY COMMISSIONS/COMMITTEES
Planning Commission
The Planning Commission is an advisory body to the City Council. The Commission
conducts public meetings at 7:00 p.m. on the second and fourth Tuesday of each month
in the City Council Chamber located at 100 Civic Plaza. Occasionally, meetings are
canceled, or special meetings called, as necessary. The Commission is made up of five
members of the community who serve four-year staggered terms. The duties and
powers of the Planning Commission are spelled out in Chapter 2.12 of the Dublin
Municipal Code (Appendix 2) and Rules for Conducting Planning Commission Meetings
Resolution 16-08 (Appendix 3) and include the responsibility:
To recommend for adoption by the City Council a comprehensive long-term
General Plan for the physical development of the City, and of any land outside its
boundaries which, in the Planning Commission’s judgment, bears relations to its
planning;
To recommend for adoption by the City Council specific plans based on the
General Plan and drafts of such regulation, programs and legislation as may, in its
judgment, be required for the systematic execution of the General Plan;
To annually review the Capital Improvement Program of the City for its
conformity with the General Plan;
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To recommend for adoption by the City Council a Zoning Ordinance and
amendments thereto, and to perform such other duties in reference to planning
and zoning and land use matters as may be required by the Council; and
To approve planning permits such as conditional use permits, variances and site
development review applications as required by, and consistent with the General
Plan and the City Zoning Ordinance.
Parks and Community Services Commission
The Parks and Community Services Commission acts in an advisory capacity to the City
Council with regard to City facilities, parks, and recreational activities and programs.
The duties and powers of the Parks and Community Services Commission are spelled
out in its adopted Bylaws (Appendix 4). The Commission conducts public meetings on
the third Monday evening of each month at 7:00 p.m. in the City Council Chamber
located at 100 Civic Plaza. This Commission is made up of five members of the
community who serve four-year staggered terms and one student representative who
serves a one-year term.
Heritage and Cultural Arts Commission
The Heritage and Cultural Arts Commission acts in an advisory capacity to the City
Council with regard to historical, cultural and artistic matters by generating public input
concerning the arts; and reviewing art proposals. The Heritage and Cultural Arts
Commission may also review and make recommendations on arts programs, facilities,
and the Heritage and Cultural Arts long range plan for the community. The duties and
powers of the Heritage and Cultural Arts Commission are spelled out in its adopted
Bylaws (Appendix 5). The Commission conducts public meetings on the second
Thursday evening of each month at 7:00 p.m. in the City Council Chamber located at
100 Civic Plaza. This Commission is made up of seven members of the community who
serve four-year staggered terms.
Human Services Commission
The Human Services Commission acts in an advisory capacity to the City Council with
regard to outreach, education, and collaboration with others to address the
community’s human service needs. The Commission meets the fourth Thursday of
January, April, July, and October, at 7:00 p.m. in the City Council Chamber located at
100 Civic Plaza. This Commission is made up of five members of the community who
serve four-year staggered terms. The duties of the Commission are outlined in their
adopted by-laws (Appendix 6).
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Senior Center Advisory Committee
The Senior Center Advisory Committee consists of five members who serve four-year
staggered terms. This Committee makes recommendations related to the operation
and maintenance of an effective and efficient Senior Center for the citizens of Dublin.
The duties and powers of this Committee are spelled out in its adopted Bylaws
(Appendix 7). Meetings are held on the first Thursday of each month at 9:30 a.m. at the
Dublin Senior Center located at 7600 Amador Valley Boulevard.
Youth Advisory Committee
The Youth Advisory Committee is charged with the purpose of providing input on
youth services, assisting with implementation and promotion of youth activities and
addressing issues that affect youth in the Community. The duties and powers of this
Committee are spelled out in its adopted Bylaws (Appendix 8). This Committee is
composed of a minimum of nine and a maximum of 13 youth members and three
alternates. Additionally, there are four non-voting adult members representing Dublin
Police Services, Dublin Unified School District, Dublin Chamber of Commerce and the
At-Large Community. The term of office is one year, commencing June 1st and
terminating on the following May 31st (or until their successors are appointed).
Meetings are held on the fourth Wednesday evening of each month at 7:00 p.m. at the
Dublin Senior Center located at 7600 Amador Valley Boulevard.
APPOINTMENT TO CITY COMMISSIONS
The Mayor recommends all appointments to City Commissions, Committees and Task
Forces, subject to confirmation by a majority vote of the City Council.
Commission/Committee members are eligible to serve a maximum of eight (8)
consecutive years with two (2) four-year terms. Exceptions to this rule would be the
Student Representative on the Parks and Community Services Commission (one-year
term) and Youth Advisory Committee members (may be reappointed annually with no
term limit).
A staggered term arrangement is set up so that following Dublin’s General Municipal
Elections (which are held in November of even numbered years) terms expire on each
of the Commissions. This allows new members to join an already functioning
Commission, which provides for continuity.
If a vacancy occurs, other than by expiration of a term, it shall be filled for the unexpired
portion of the term by Mayoral recommendation with City Council confirmation.
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COMPENSATION AND EXPENSES
Planning Commission members are paid $50 for each meeting attended, to a maximum
of three meetings in a calendar month. Planning Commissioners are also entitled to
reimbursement of expenses, as the City Council may approve.
Parks and Community Service Commission members, Heritage and Cultural Arts
Commission members, and Human Services Commission members are paid $50 for
each meeting attended to a maximum of two meetings in a calendar month. These
Commissioners are also entitled to reimbursement of expenses, as the City Council
may approve.
No Commission member is considered to be a City employee by virtue of payment of
meeting attendance stipends. In order to efficiently handle the payment of stipends,
Commission members are encouraged to complete a form which will allow direct
deposit of these payments. Payments are made on the second pay period of the month
for all compensable meetings attended in the previous month. Those on Direct Deposit
receive an electronic e-mail Notice of the amount deposited.
Senior Center Advisory Committee members and Youth Advisory Committee members
receive no monetary compensation for their service to the community, although they
are entitled to reimbursement of expenses, as the City Council may approve.
MEETING ATTENDANCE
Every member of a Commission or Advisory Committee is required to regularly attend
the scheduled meetings of their particular Commission or Committee. The meeting
attendance and maintenance of membership guidelines are set forth in various sections
of the Dublin Municipal Code or individual Commission Bylaws, which are included as
attachments (see appendix) in this handbook.
In general, the Municipal Code and/or Commission/Committee Bylaws state that:
No person shall serve on a Commission/Committee for more than two
consecutive four-year terms. A person shall be considered to have served a
“term” of office if such person has served for two years plus one day.
A Commission/Committee member must attend Regular and Special meetings in
a 12-month period. In addition, they will be notified of removal from office after
three absences from regular meetings over a running 12-month calendar year
period.
Appointment of Commissioners shall be made only at a regularly scheduled
meeting of the City Council.
7.3.b
Packet Pg. 36 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 16 December 2018
OPEN MEETING REQUIREMENTS
Purpose: Open meeting laws represent the State Legislature’s determination of how
the balance should be struck between public access to the activities of a public body and
the need for candid discussion, debate, and information gathering not open to the
public. The balance has been struck in favor of public access and limitations on this
access have been construed narrowly.
The Ralph M. Brown Act, also known as the Open Meeting Law, was first enacted in
1953. In a nutshell, it requires local government business to be conducted in open and
public meetings. The Brown Act is based upon state policy that the people must be
informed so they can keep control over their government.
Who is Covered: “Legislative bodies” are the basic local governmental unit subject to
the Brown Act. A “legislative body” includes a commission/committee, whether the
commission/committee is decision-making or advisory. Even subcommittees, which are
less than a quorum of the commission, are subject to the Brown Act if it is a “standing”
committee, i.e., one which has continuing subject matter jurisdiction.
Public Meetings: The Brown Act (Appendix 9) requires that most meetings shall be
open to the public. A meeting, generally, occurs when a majority of the legislative body
gathers at the same time and in the same place to hear, discuss or deliberate upon
anything that is within the subject matter jurisdiction of the legislative body or city. In
order to be lawful, a meeting must be noticed, have an agenda, and other procedural
rules must be followed.
Commissions/Committees must be careful about “serial meetings.” These are meetings
by which a majority of the legislative body uses any direct communication or
technological device, such as telephone, fax, email, cellular phone, text, etc., to develop
collective concurrence on actions to be taken. These types of meetings are by
definition unlawful because there is no way to notice such meetings or to provide for
public participation.
A majority of the legislative body, however, may attend a purely social gathering or
attend conferences or seminars without running afoul of the Brown Act, as long as a
majority does not discuss among themselves City business of a specific nature.
Finally, a legislative body can meet in closed session for certain express purposes such as
litigation, labor or property negotiations. Those exceptions, however, will rarely apply
to commissions or committees.
Private Meetings: Persons with development applications or other matters pending
before a Commission may approach individual Commissioners. Whether to meet
privately with such persons is always a difficult decision for a Commissioner to make.
7.3.b
Packet Pg. 37 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 17 December 2018
To help make that decision, Commission members should remember the following
points:
The public’s business should be discussed in public whenever possible.
City Staff can advise you regarding the legality and/or propriety of private
meetings.
The Commission will make better decisions when all members have access to
the same information.
You should inform the full Commission at the public meeting when you have
held a private meeting.
Penalties: There are civil remedies and criminal misdemeanor penalties for Brown Act
violations. The civic remedies include injunctions against further violations, orders
nullifying any unlawful action, and orders determining the validity of any rule to penalize
or discourage the expression of a member of the legislative body. Criminal penalties
will result if a person is found guilty of a wrongful intent to deprive the public of
information to which it is entitled under the Brown Act.
Certainly the best way to avoid these types of penalties is to conduct the Commission’s
meetings in public, keep to matters on the agenda, and check with the City Clerk if you
have any questions or doubts about whether an act may run afoul of the Brown Act.
MEETING PROCEDURES
Call to Order: The chairperson or vice chairperson shall call the meeting to order at
the hour appointed. In the absence of both, the meeting shall be called to order by a
Commissioner and those Commission members present shall proceed to elect a
temporary presiding officer.
Preservation of Order: The presiding officer shall preserve order and decorum, shall
prevent verbal attacks on Commission members, staff and/or citizens, and shall confine
debate to the item under discussion. The Commission, however, shall not prohibit
public criticism of the policies, procedures, programs, or services of the agency, or of
the acts or omissions of the Commission. Commission members shall not delay or
interrupt the proceedings nor disturb another Commission member while speaking.
Disorderly Conduct: Any person whose conduct disrupts a meeting or its orderly
consideration of the public’s business may be barred from the meeting by the presiding
officer, unless permission to continue is granted by a majority vote of the Commission.
Point of Order: The purpose of a point of order is to correct a breach in the rules
when the presiding officer does not correct it, or when the presiding officer makes a
breach of the rules. It does not need a second, can interrupt a speaker, and is rul ed
upon by the Chair. If a member does not agree with the Chair’s ruling, the member can
appeal from the decision of the Chair.
7.3.b
Packet Pg. 38 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 18 December 2018
Motion to be Stated: The presiding officer shall state all motions submitted for a vote
and announce the result. A roll call vote shall be taken upon the request of any member.
Actions Limited to Posted Agenda Items/Matters too Late for the Agenda:
No action shall be taken on any item not appearing on the posted agenda unless: 1) the
Commission determines by majority vote that an emergency situation exists, as defined
in GC Section 54956.5; 2) the Commission determines by a two-thirds vote (i.e., 4/5
vote for a five-member Commission or 5/7 vote for a seven-member Commission), or,
if less than two-thirds of the members are present, a unanimous vote of those members
present, that there is a need to take immediate action and that the need for action came
to the attention of the local agency subsequent to the agenda being posted; or 3) the
item was included in a posted agenda for a prior meeting held within five (5) calendar
days and was continued to the meeting at which action is being taken.
Public Comment: Every agenda for regular meetings shall provide an opportunity for
members of the public to directly address the Commission on any item, before or
during the Commission’s consideration of the item, that is within the subject matter
jurisdiction of the legislative body, provided that there be no discussion nor action taken
on any item not appearing on the agenda unless the action is otherwise authorized by
CG Section 54954.2(b). Citizens desiring to speak on an item not scheduled on the
agenda may do so under Oral Communications at the beginning of the meeting.
PUBLIC HEARINGS
Commencement: Noticed public hearings shall commence at the time specified in
the notice of hearing, or as soon thereafter as is reasonably possible, and shall continue
until completed, unless continued to another meeting date. Any public hearing may be
continued to a subsequent meeting by majority vote of the Commission.
Hearing Procedures: The presiding officer shall announce the subject of the public
hearing and declare the public hearing open. If necessary to assure completion of the
public hearing, the presiding officer may establish time limits for the presentations by
individual speakers.
To assure due process to all parties, the public hearing shall be conducted as follows:
1. Review of Written Material/Oral Presentations
a. Generally, this includes review and filing of staff reports and other written
material included in the agenda packet. Members of the public are
encouraged to provide any written material to the Commission in advance of
the Commission meeting.
b. An oral report may be presented by a City Staff member.
c. Staff responds to Commission member questions.
7.3.b
Packet Pg. 39 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 19 December 2018
2. Open Hearing for Public Comment
a. The purpose of the public comment portion of the hearing is to provide an
opportunity for concerned members of the audience to testify in support or
opposition to the matter being heard. In general, speaker order should be:
1) Summary presentation by Staff
2) Questions by Commission
3) Comments by Applicant
4) Comments by others in favor
5) Comments by those in opposition
6) Rebuttal by Applicant, if necessary
7) Additional comment by Staff, as appropriate
b. No person may speak without first being recognized by the presiding officer.
The presiding officer shall instruct speakers:
1) to complete a speaker card with the speaker’s name and address
(optional);
2) to speak from the podium;
3) to give their name and address (optional) before starting their
presentation, and to spell out their last name;
4) to keep comments within specified time limits, if any; and
5) to avoid repetition.
c. An effort will be made to answer questions from speakers at the end of the
public comment period, prior to Commission deliberation.
d. Members of the Commission may ask questions of speakers, or each other,
during the public comment portion to obtain information, without expressing
personal opinion or debating the merits of the item under consideration.
3. Deliberation
a. After determining that no other member of the audience wishes to speak,
the presiding officer shall declare the public hearing and comment
opportunity closed, and the matter returned to Commissioners for
deliberation. Thereafter, no additional testimony shall be received by the
Commission except as provided in 3b. or upon reopening the public hearing.
b. While specific questions should be asked of the public prior to the close of
the public hearing, it is appropriate for a Commissioner to direct questions
to Staff, the applicant, or other members of the public before taking action.
7.3.b
Packet Pg. 40 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 20 December 2018
4. Commission Action
a. The Commission may at this time:
1) Continue the public hearing. This should be done if any additional
information is requested (e.g. a staff report). After opening a public
hearing, continuing it to a specific date does not require additional
notice;
2) Close the public hearing, but continue debate and action to a later
time. Continuing to a specific date does not require additional notice;
3) Discuss/debate the issue and continue the item for action at a later
time; and
4) Close the public hearing, discuss/debate the issue, make a motion and
take action.
5. Permitting Public Comment After a Motion
a. After a motion has been made and seconded, the presiding officer may
permit further comment on the motion, provided no Commission member
objects. The purpose of this opportunity shall be to address matters specific
to the motion, and not to restate prior testimony. To do so, the presiding
officer must first reopen the public hearing.
b. After all such comment is heard, the presiding officer shall re-close the public
comment opportunity.
RULES OF DEBATE
1. General
Prior to the making of a motion, it is acceptable for Commission members to state
their opinions on the item in question and to ask questions of staff, the public, and
other Commission members. Once all members have had such an opportunity,
the presiding officer shall request a motion.
2. Commission Members/Presiding Officer Right To Debate
Any Commission member, including the presiding officer, may make, second and
debate motions. The presiding officer shall not be deprived of any rights and
privileges of a Commission member.
2. Qualification to Vote
Every Commission member and the Chairperson shall have the opportunity to
vote on any issue, except that a Commission member who has a conflict of
7.3.b
Packet Pg. 41 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 21 December 2018
interest regarding a matter being considered by the Commission shall declare the
conflict and recuse him/herself from participating in any deliberations and decision
regarding that matter. A Commission member so recusing him/herself shall not be
allowed to vote on such matter. An official has a conflict of interest when it is
reasonably foreseeable that the decision will have a material financial effect,
distinguishable from its effect on the public generally, on the official, a member of
his or her immediate family, or on any of their economic .
4. Types of Motions
Motions shall be made and amended in accordance with Robert’s Rules of Order
(Appendix 13). Generally, once a motion has been made and seconded, the
Commission may consider additional motions to amend, substitute, postpone, and
table the original motion.
5. Debate of Motions
a. Getting the Floor
Every member desiring to speak on a seconded motion shall address the
presiding officer, and, upon recognition, shall confine him/herself to the
question under debate, avoiding personalities and indecorous language.
Once recognized, the Commission member shall not be interrupted unless
to call him/her to order, or as herein otherwise provided.
b. Privilege of Closing Debate
Generally, after reasonable debate has been conducted, the presiding officer
will call for the question that will begin the voting procedure. The right to
call for the question, provided that reasonable debate has been conducted, is
retained by the Commission member who made the motion for approval or
denial of the item.
6. Voting Procedures
a. Presence for Vote
Any member of the Commission, once having answered the call of the roll or
having been noted as being present at a meeting, shall advise the presiding
officer prior to leaving the meeting for the remainder of a meeting.
A Commission member, once having answered the call of the roll or having
been noted as being present at a meeting, and not excused as herein
provided, has an obligation to vote on each and every matter considered by
the Commission even though he/she may temporarily be absent from the
Commission.
7.3.b
Packet Pg. 42 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 22 December 2018
The vote on any matter being considered by the Commission may be delayed
by the presiding officer until all members of the Commission who are
present for a meeting and not excused as herein provided are present at the
Commission table.
Notwithstanding other provisions of these policies, no Commission
member can be forced to vote.
A majority of the members present is required to take action.
b. Silence
During a collective vote (ayes & nays), silence of any member denotes
an affirmative vote.
7. Tie Votes
a. A tie vote on a motion shall be considered no action.
b. With respect to any matter on which the Commission is considering the
matter on an appeal, a tie vote on a motion shall be deemed no action and
the decision which was appealed shall stand.
Any person whose application is denied as a result of this policy may reapply
in accordance with the provisions of the Dublin Municipal Code. Nothing
contained in this policy shall prohibit a Commission member from
participating in a decision involving a resubmitted application if the
Commission member is no longer required to abstain.
8. Continuance of an Item
The following procedures are acceptable for continuing an item:
a. Continuance by a Commission Member
Any Commissioner may request to continue an item (not subject to a legally
or City-imposed deadline) to the next Commission meeting or to another
date agreeable to a majority of the Commission. An agenda item may be
continued only once using this procedure.
b. Continuance Requested by Someone Not a Commission Member
Anyone may request a continuance of an item and the Commission, by a
majority vote, may grant one continuance, provided however, that a request
7.3.b
Packet Pg. 43 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 23 December 2018
for a further continuance may be granted by a 4/5 vote of the Commission
only if it finds that:
1) the need for the continuance was beyond the control of the person
requesting it, and
2) the need for the continuance arose after (a) the date of the notice of
public hearing was published if the item is subject to a public hearing,
or (b) the time the Commission agenda was posted for items not
subject to a public hearing.
9. Protests
Any Commission member shall have the right to enter into public record
reasons for dissent or protests against any motion carried by the majority.
10. Motion to Reconsider
Any member who voted with the majority may move for reconsideration of any
action at the same meeting or at the next regular meeting, providing no legal
rights have intervened to create an estoppel. A majority of the Commission
present must approve the motion to reconsider. After a motion for
reconsideration has once been acted on, no other motion for reconsideration
thereof shall be made without unanimous consent.
CODE OF CONDUCT
Commissioners have an obligation to represent the community in an open and honest
manner. In doing so, individuals must avoid placing themselves in a position which tends
in any way to bring their private interests into conflict with their official duties.
Commissioners should conduct themselves in a dignified and courteous manner. It is
important that each member work to establish a good working relationship with other
members of the group, and make every attempt to respect the other person’s
viewpoint.
In order to minimize conflict of interest exposure and to maintain a high level of trust
with the community, a Code of Ethics is established as follows:
The Political Reform Act of 1974 (PRA), as amended, establishes conflict of interest
guidelines for elected officials and certain appointed officials (including Planning
Commissioners). In addition, the City Council has adopted a Conflict of Interest Code
for designated City employees and certain consultants. The following guidelines are
established to highlight and augment the PRA and the adopted Conflict of Interest Code.
7.3.b
Packet Pg. 44 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
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1. No elected or appointed official (including Commission and Advisory Committee
Members) or employees of the City of Dublin shall engage in any business or
transaction or shall have financial or other personal interest, direct or indirect,
which is incompatible with the proper discharge of his/her official duties or which
would tend to impair his/her independence or judgment or action in the
performance of such duties. Examples of such activities include, but are not
necessarily limited to, the following:
a. Using the prestige or influence of the City office for private gain or advantage
of him/herself or another, unless so specified by contract.
b. Using time, facilities, equipment or supplies of the City of Dublin for private
gain or advantage of him/herself.
c. Using official information not available to the general public for his/her
private gain or advantage or that of another.
d. Receiving or accepting money or other personal consideration from anyone
other than the City of Dublin for the performance of work done or actions
taken in the regular course of duties for the City of Dublin.
e. Receiving or accepting, directly or indirectly, any gift or favor from anyone
doing business with the City of Dublin under circumstances from which it
could reasonably be inferred that such was intended to influence him/her in
his/her official duties, or as a reward for official action.
f. Engaging in or accepting private employment or rendering services for
private interests that may inhibit the proper discharge of his/her official
duties.
2. Elected and appointed officials shall comply with the Ralph M. Brown Act and all
applicable open meeting laws.
3. Every elected official, officer, appointee, consultant or contract personnel of the City
of Dublin shall disclose completely the nature and extent of any interest, direct or
indirect, which conflicts with his/her responsibility or duty.
In addition to the above, the PRA requires State and local agencies to adopt and
promulgate conflict of interest codes. The City’s conflict of interest code is included in
Section 2.24 of the Dublin Municipal Code.
In general, the code requires certain City officials and employees to file statements of
economic interests with the City Clerk. Once completed, the City Clerk will forward
appropriate statements to the State Fair Political Practices Commission (FPPC). The
Planning Commission is the only Commission required by State law to file a statement
of economic interest. The City Clerk will provide the necessary forms and any
information required to complete this documentation.
Pursuant to Assembly Bill 1234, if the City provides compensation, salary, stipend or
reimbursement for actual and necessary expenses to a member of a legislative body,
then all “local agency officials” must receive ethics training in compliance with AB 1234.
7.3.b
Packet Pg. 45 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 25 December 2018
Therefore, all Commission and Committee members will receive at least two hours of
training in general ethics principals or ethics law relevant to his or her public service
every two years.
City Officials, as well as City Staff, are also expected to adher e to certain standards and
protocol as defined in the City’s Administrative Policies (Appendix 11) related to Drug
Free Workplace Policy, Harassment Policy/Complaint Procedures, and Official Travel
and Other Business and Reimbursement of Expenses Policy. Questions regarding these
policies should be directed to your Staff liaison or the City Manager.
RESPONSIBILITIES OF COMMISSIONERS
To be selected as an active member of a Commission provides an opportunity for
genuine public service. Although the duties of each Commission vary widely, there are
certain responsibilities that are common to all Commission members. The following is a
summary of the important responsibilities of Commission members:
Understand the Role and Responsibilities of the Commission: One of the first
responsibilities of a new member is to understand the Commission’s scope of
responsibility and operating procedures. This information may be obtained by referring
to your Commission Bylaws (attached herein). The Planning Commission should also be
familiar with the General Plan and the Zoning Ordinance. City Staff will provide copies
of this information to Planning Commissioners upon your appointment to that
Commission. Other Commissions may receive this information upon request.
The City Staff responsible for the programs within each Commission’s scope of interest
are available to assist new members in becoming familiar with their roles and their
duties and will provide information about City policies, minutes of past meetings, and
other helpful data.
Be Careful to Represent the Entire Commission: Individual members should
refrain from representing their views or recommendations as those of the Commission
unless the Commission has officially voted to approve the recommendation.
Commission members making recommendations or expressing views not approved by
the majority of the Commission should indicate that they are representing only
themselves as individuals. When making statements to the press, members should
indicate which actions are only recommendations and indicate when final action will be
taken by the City Council or the Commission.
Represent the Whole City: Although Commission members may be selected, in
part, because they represent clearly defined groups, once selected, each Commission
member should represent the entire public interest of the City and not just his/her
respective group or interest. The question, “What is best for the entire community?”
should take precedence over “What is best for my interest group?”
7.3.b
Packet Pg. 46 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Commissioner Resource Handbook 26 December 2018
Keep the Lines of Communication Open: As an influential member of the
community, a Commissioner is in the unique position of serving as a liaison between the
City and the general public in helping to reconcile contradictory viewpoints and building
a consensus around common goals and objectives. A Commissioner must serve as a
link between the community, Staff, and City by presenting City programs and
recommendations and also providing a channel for citizen expression. A primary role of
the Commission is to determine the attitudes of the citizens concerning City programs.
Do Your Homework and Be Thorough in Your Recommendations:
Commission members, in connection with their role, often spend many hours in
research on a particular problem. Commissioners should be familiar with the portions
of the General Plan, Municipal Code, and Zoning Ordinance applicable to their area of
responsibility and should thoroughly review staff reports, plans, and material submitted
by the applicant in advance of meetings. You may contact the Staff person assigned to
your Commission to request this information.
Be Conscious of Your Relationship to the City Council, Other Commissions
and City Staff: It is important to remember that City Staff works for the City
Manager, and through him, for the City Council and the community at large. Staff does
not work for Commission members. It is, therefore, not appropriate for
Commissioners to direct Staff or to become involved in the administrative or
operational concerns of the City departments. While Staff can provide routine
information on ongoing projects, a formal request to the City Council must be made for
Staff involvement in major projects.
If Commissioners have questions or are concerned with Staff services provided to the
Commission, the City Manager should be contacted immediately to review the matter.
City Staff is required by the City Council to make professional recommendations which
may, or may not, agree with those of the Commission. Staff is required to present fairly
the Commission’s recommendations and explain them, but will not defend them if in
disagreement. When appropriate, the Commission Chair or delegated representatives
should be present at the City Council meeting to report on the Commission’s
recommendations.
Your Commission is not a substitute for regularly constituted government. The
responsibility for allocating scarce public resources rests with the community’s elected
representatives, the City Council, and cannot be designated to an outside group,
however capable and interested it might be.
Commissions should review City policies related to programs under their scope of
interest and make recommendations for changes to the City Council. However,
Commissions must adhere to the policies approved by the City Council as expressed in
the General Plan, Municipal Code, and other official documents.
7.3.b
Packet Pg. 47 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
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Establish a Good Working Relationship with Other Commission Members:
On many occasions, the success or failure of the efforts of a Commission member is
largely dependent on the degree of cooperation among the individual members of the
Commission. To help build a consensus around common goals and objectives,
Commission members will often have to reconcile contradictory viewpoints.
Each Commission member should do his/her part to ensure that meetings proceed in an
orderly and constructive manner. The Chair is primarily responsible for seeing that
consideration of items on the agenda move along without delay, but with reasonable
time allocated to each item. Each Commission member can assist the Chair by
becoming familiar with the basic rules of parliamentary procedure and by adequately
preparing any presentations he/she makes to the Commission.
Political Participation: No restriction is placed on Commissioners’ participation in
political activities at all levels of the government, whether local, state or federal. If
Commissioners use the title of their appointed office when participating in these
activities, they must make it clear that they are not representing or speaking for the
Commission, but rather using the title for identification.
THANK YOU FOR YOUR SERVICE TO THE COMMUNITY!
7.3.b
Packet Pg. 48 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
FY 2018-2019 City of
Dublin Organization Chart
City Manager
Disaster
Preparedness, Waste
Management,
Community Cable TV,
Animal Control
Heritage &
Cultural
Arts
Commission
Planning
Commission
Human
Services
Commission
Parks &
Community
Service
Commission
Senior
Center
Advisory
Committe
e
Youth
Advisory
Committee
City Council
Residents of Dublin
Assistant City
Manager
Economic
Development
/Public
Information
City
Clerk
Elections,
Records
Community
Development
Building,
Planning,
Housing
Public
Works
Engineering,
Maintenance,
& Enviro.
Programs
Human
Resources
Risk Mgmt.,
Insurance,
Personnel
Administrative
Services
Finance,
Information
Systems, Budget
Fire
Services
Fire
Prevention,
Fire
Operations
Parks &
Community
Services
Recreation/
Community
Services, Library
Services, Heritage
& Cultural Arts,
Parks & Facility
Management
City
Attorney
Police Services
Crime Prevention, Traffic Enforcement Appendix 1 7.3.b
Packet Pg. 49 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and
Chapter 2.12
PLANNING COMMISSION
S ections:
2.12.010 Planning Agency established.
2.12.020 M embership—Appoint ment—Term—Removal.
2.12.030 Expenses and compensation.
2.12.040 Chairman—Rules—Records—Meetings.
2.12.050 Powers and dut ies—Generally.
2.12.060 Term lim its.
2.12.010 P lanning Agency established.
P ursuant to Government Code S ection 65000 et seq., there is est ablished a Planning A gency consist ing of a
P lanning Commission. (Ord. 1709 § 2 (part ): Ord. 5 § 1, 1982)
2.12.020 Member ship—Appointment—Term—Removal.
A . The Planning Commission shall consist of five (5) members. They shall be appointed for a term of f our (4)
years. Terms shall begin in January following evennumbered election years and end in December of even
numbered years (or unt il successors are appoint ed). If a vacancy occurs ot herwise than by expirat ion of term, it
shall be filled by appointment for t he unexpired portion of t he term.
B . Members shall be appointed to the P lanning Commission by t he Mayor, subject t o the approval of the City
Council. A Planning Commissioner can be removed at any time during t he Commissioner’s t erm of office by a
majorit y of the Cit y Council. Removal and appointm ent of Planning Commission members shall be made only at
a regularly scheduled meeting of the Cit y Council. Members of the P lanning Commission shall be residents of
the city.
C. Planning Commissioners must at tend at least seventyf ive (75) percent of regular and special Planning
Commission m eet ings in any t welve (12) mont h period. Any P lanning Comm issioner who is absent f rom t wenty
five (25) percent or more meetings within a twelve (12) m ont h period or is absent f rom t hree (3) consecutive
P lanning Commission meet ings may be removed f rom t he Planning Commission pursuant t o subsect ion B of t his
sect ion. (Ord. 316 § 1 (part): Ord. 1709 § 2 (part): Ord. 2002 § 2 (A , B ); Ord. 1692 § 1: Ord. 1284 § 1: Ord. 5
§§ 2, 3, 1982)
2.12.030 E xpenses and compensation.
P lanning Commission members shall be entit led to reimbursement f or expenses as t he City Council may
approve. In addition, Planning Commission members shall be paid fift y dollars ($50) for each meeting att ended,
to a maximum of three (3) meetings in a calendar month; provided, that Commission members shall not be
deemed t o be city employees by virtue of such payment . (Ord. 1709 § 2 (part ): Ord. 2499 § 2 (part ): Ord. 1189
§ 1: Ord. 5 § 4, 1982)
2.12.040 Chairman—Rules—Records—Meetings.
A . The Planning Commission shall elect a Chairperson and Vice Chairperson from its membership by simple
majorit y vote at the f irst meeting of the year. The Commission shall, unless no Commissioners meet the crit eria,
elect Commissioners t o t he posit ions t hat have not previously served in t he position and that have not declined
the appoint ment , wit h t he int ent that no one should serve in t he position f or two (2) consecut ive years. I n the
absence or disabilit y of eit her the Chairperson or Vice Chairperson, the Commission may designat e a temporary
Chairperson.
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B . Unless there is no business to be t ransacted, the Comm ission shall hold at least one (1) regular meet ing
each month and such other m eet ings as may be necessary.
C. The Commission shall adopt rules f or the t ransaction of it s business.
D. No official act ion shall be transacted by less t han t he affirmat ive vot e of a majority of the quorum present.
In the event of a t ie vot e, the motion f ails; another motion may be entertained to break the tie.
E . Not less than three (3) affirmative votes shall be required to recommend mat ters t o the Cit y Council f or
adopt ion. The Cit y Manager or Cit y Manager’s designee shall serve as the S ecretary t o the P lanning
Commission. (Ord. 316 § 1 (part ): Ord. 1709 § 2 (part): Ord. 1009 § 1: Ord. 1692 § 2: Ord. 5 § 5, 1982)
2.12.050 P owers and duties—Generally.
The Planning Commission shall have t he power and it shall be it s duty:
A . To serve the city and t he resident s of the city of Dublin with professionalism and respect ;
B . To recomm end for adoption by t he City Council a comprehensive longterm general plan for the physical
development of the city and of any land outside it s boundaries which in t he City Council’s judgment bears
relat ion to its planning;
C. To recomm end for adoption by t he City Council specif ic plans based on the general plan and drafts of such
regulat ions, programs and legislation as may in it s judgment be required f or the system atic execution of t he
general plan;
D. To periodically review the capit al improvement program of t he cit y;
E . To recomm end for adoption by t he City Council a zoning ordinance and to perf orm such other dut ies in
reference to planning, zoning, land use and design review matt ers as may be required by t he City Council. (Ord.
316 § 1 (part): Ord. 1709 § 2 (part ): Ord. 109 § 2: Ord. 5 § 6, 1982)
2.12.060 Term limits.
No person shall serve as a P lanning Commissioner for more t han two (2) consecut ive four (4) year terms. As
used herein, a person shall be considered to have served a t erm of office as a P lanning Commissioner if such
person has served as a Planning Commissioner for two (2) years plus one (1) day. (Ord. 1709 § 2 (part): Ord.
2002 § 2(C))
The Dublin Municipal Code is current through Ordinance 11
16, passed November 15, 2016.
Disclaimer: The City Clerk's Office has the official version of the
Dublin Municipal Code. Users sho uld contact the City Clerk's
Office for ordinances passed subsequent to the ordinance cited
above.
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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 to attend all regular and special
meetings of the Commission. The Secretary to the Commission shall provide the Mayor with
quarterly attendance reports by Commissioners. 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.
CITY OF DUBLIN
PARKS AND COMMUNITY SERVICES COMMISSION
BYLAWS AND RULES OF PROCEDURE
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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
Committee. On certain occasions, such as when a particular kind of expertise or public
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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 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
authority over property or personnel which are under their respective jurisdiction. Each
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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.
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Heritage and Cultural Arts Commission July 18, 2017
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 cop y 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 to attend all regular and special
meetings of the Commission. The Secretary to the Commission shall provide the Mayor with
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quarterly attendance reports by Commissioners. After the third absence from a regularly
scheduled Commission meeting within any twelve (12) month period, said Commissioner’s
office shall be automatically declared vacant.
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.
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
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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 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.
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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
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Human Services Commission July 18, 2017
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 attend all regular and special
meetings of the Commission. The Secretary to the Commission shall provide the Mayor with
quarterly attendance reports by Commissioners. 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.
Section 4. If a Commission member ceases to reside in the City of Dublin, said
Commissioner’s office shall be automatically declared vacant.
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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.
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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 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.
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Senior Center Advisory Committee July 18, 2017
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 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.
Section 4. If a Committee member ceases to reside in the City of Dublin, said
Committee member’s office shall be automatically declared vacant.
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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.
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.
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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 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 Committee 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
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.
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ARTICLE X
AMENDMENTS
Section 1. These Bylaws and Rules of Procedure may be amended in the same
manner as originally adopted.
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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. Additionally, if a
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Committee Member is late by more than twenty (20) minutes to two meetings without
permission from said Advisory Committee, this shall constitute one absence.
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.
(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
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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 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.
Section 4. Generate an annual report on the progress of the Youth Advisory
Committee.
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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.
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Administrative Policies
Drug Free Workplace
Policy No.: AP 06-2015 Approved By: CLF Revision #: 1
Effective: 5/1/2015 Supersedes: AP 05-1997 Revised: 4/2015
Page 1 of 8
I. BACKGROUND
The issue of substance abuse, the misuse of both Legal and Illegal Drugs, has been identified as a major social
problem. It is well documented that substance abuse in the workplace can negatively impact employee
performance, worker safety and the safety of the general public. In particular, the City of Dublin has a
responsibility to ensure the safe and efficient delivery of municipal services to the public. The City is therefore
committed to maintaining a workplace that is free of drugs and alcohol and to discourage drug and alcohol abuse
by its employees. City of Dublin employees have a right to work in a drug and alcohol free environment;
therefore, alcohol and drug use/abuse in the workplace will not be tolerated.
The City has a vital interest in maintaining safe and efficient working conditions for its employees. Substance
abuse is incompatible with health, safety, efficiency, and success at the City. Employees who are under the
influence of alcohol or who have any Illegal Drugs in their system, or who abuse Legal Drugs while conducting
or performing City business compromise the City’s interests, endanger their own health and safety and the
health and safety of others, and can cause a number of other work-related problems, including absenteeism and
tardiness, substandard job performance, increased workloads for coworkers, behavior that disrupts other
employees, delays in the completion of work, inferior quality in service and disruption of resident relations.
It is important for employees to understand that this Policy governs not only the abuse of alcohol and Illegal
drugs, but also the use and abuse of Legal Drugs in the workplace. Employees who find the need to use Legal
Drugs, including prescription and over-the counter drugs, should consult with and must comply with those
provisions set forth in this Policy that address such use.
To further its interest in avoiding accidents, to promote and maintain safe and efficient working conditions for
its employees, to protect its business, property, equipment and operations, and to comply with all federal and
state requirements, the City has established this Policy concerning employee use of alcohol and drugs. As a
condition of continued employment with the City, each employee must abide by this Policy.
II. DEFINITIONS
For purposes of the Drug Free Workplace Policy:
A. City: City means the City of Dublin Municipal Corporation.
B. Illegal Drugs or Other Controlled Substances: Illegal drugs or other controlled substances mean any
drug or substance that (i) is not legally obtainable; or (ii) is legally obtainable but has not been legally
obtained; or (iii) has been legally obtained but is being sold or distributed unlawfully.
C. Impair, Impaired, or Impairment: Impair, impaired, or impairment shall be considered an employee’s use
of alcohol and/or all substances, drugs, or medication, legal or illegal, which impairs an employee’s ability,
physically and/or mentally to perform safely and effectively the functions and duties of his or her
position.
D. Legal Drugs: Legal drugs means any drug, including prescription drugs and over the-counter drugs, that
has been legally obtained and that is not unlawfully sold or distributed.
E. Abuse of Any Legal Drug: Abuse of any legal drug means the use of any legal drug (i) for any purpose
other than the purpose for which it was prescribed or manufactured; or (ii) in a quantity, frequency, or
manner that is contrary to the instructions or recommendations of the prescribing physician or
manufacturer.
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F. Reasonable Suspicion: Reasonable suspicion means a suspicion that is based on (i) specific personal
observations such as an employee's manner, disposition, muscular movement, appearance, behavior,
speech or breath odor; or (ii) information provided to management by an employee, by law
enforcement officials, by a security service, or by other persons believed to be reliable; or (iii) a
suspicion that is based on other surrounding circumstances.
G. Policy: Policy means the City of Dublin Drug Free Work Place Policy.
H. Possession: Possession means that an employee has the substance on his or her person or otherwise
under his or her control.
III. COMPLIANCE WITH FEDERAL LAW
In 1988, Congress enacted the Drug Free Workplace Act. The Drug-Free Workplace Act applies to employers
with any federal grant or with a federal contract worth more than $25,000. This regulation applies to the City of
Dublin. The law requires that any employees convicted of any drug or alcohol related workplace crimes to
notify the employer within five days of the conviction. The City must then notify the granting or contracting
federal agency within 10 days of receiving a conviction notice from the employee. The City must then impose
sanctions (up to and including employment termination) against convicted employees within 30 days, or require
them to participate in a drug abuse assistance or rehabilitation program approved by an appropriate law
enforcement or health agency. As a recipient of federal grants, the City of Dublin and its employees must
comply with these requirements.
It is the a violation of this Policy, and therefore prohibited, to manufacture, distribute, dispense, possess, use,
consume, or be under the influence of Illegal Drugs or Other Controlled Substances while on duty or while in
or on City property, vehicles, or equipment.
This Policy shall apply to all Covered Employees, including but not limited to employees, volunteers, or
contractors performing work for the City of Dublin.
IV. PURPOSE
The City of Dublin has a responsibility to ensure the safe and efficient delivery of municipal services to the
public. In addition, the City has a responsibility and is committed to protecting the safety, health and well-being
of all employees and other individuals in our workplace. Therefore, the intent of this Policy is to eliminate and
prevent the abuse of Illegal and Legal Drugs and their effects in the workplace. While the City of Dublin has no
intention of intruding into the private lives of its employees, involvement with drugs and alcohol off the job can
take its toll on job performance and employee safety. The City’s goal is that employees be in a condition to
perform their duties safely and effectively, in the interests of their fellow workers and the public as well as
themselves. The presence and influence of drugs and alcohol on the job, and the influence of these substances
on employees during working hours, are inconsistent with this objective and a violation of the City’s Personnel
System Rules, Section 23 Drug and Alcohol Free Workplace.
This Policy provides guidelines for the detection and deterrence of alcohol and drug abuse. It also outlines the
responsibilities of City management and employees. To that end, the City will act to prevent and/or eliminate
any substance abuse (alcohol, Illegal Drugs, Legal Drugs or any other substance which Impairs an employee’s
ability to safely and effectively perform the functions of the particular job) which increases the potential for
accidents, absenteeism, substandard performance, poor employee morale or damage to the City’s reputation.
All employees covered by this Policy should be aware that violations of this Policy may result in discipline, up to
and including termination.
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It is important for employees to understand that this Policy governs not only the abuse of alcohol and Illegal
Drugs, but also the use and abuse of Legal Drugs in the workplace. Employees who find the need to use Legal
Drugs, including prescription and over-the counter drugs, should consult with and must comply with those
provisions set forth in this Policy that address such use.
Employees who think they may have an alcohol or drug usage problem are urged to seek, on their own volition,
confidential assistance from the City’s employee assistance program.
V. COVERED EMPLOYEES
Any individual who conducts business for the City, is applying for a position or is conducting business on the
City's property is covered by this Policy. The City’s Policy includes, but is not limited to, full-time employees,
part-time employees, contractors, volunteers, interns and applicants for employment or volunteer appointment,
such individuals are defined as “Covered Employees” within this Policy.
VI. APPLICABILITY
This drug-free workplace Policy is intended to apply whenever anyone is representing or conducting business
for the City. Therefore, this Policy applies during all working hours, whenever conducting business or
representing the City, while on or in City property and at City-sponsored events. This Policy also applies during
meal periods or other breaks if an individual is expected to return to work after the meal period or break. The
alcohol restrictions in this Policy are not intended to apply to social gatherings, conferences, and after-hours’
employee or community events where employees are not working and are not expected to return to work.
VII. LEGAL AND ILLEGAL DRUG USAGE
It is a violation of the City of Dublin Drug-free Workplace Policy to use, manufacture, distribute, dispense,
possess, consume, be under the influence of, sell, trade, and/or offer for sale any and all Illegal Drugs or other
controlled substances, alcohol, or intoxicants while on duty, while on City property, or while in or on City
vehicles or equipment.
Legal Drugs, such as prescription and over-the-counter drugs, are not prohibited when taken in standard dosage
and/or according to a physician's prescription. Any employee taking prescribed or over-the-counter medications
will be responsible for consulting the prescribing physician and/or pharmacist to ascertain whether the
medication may interfere with safe performance of his/her job. If the use of a Legal Drug could compromise the
safety of the employee, fellow employees or the public, it is the employee's responsibility to use appropriate
personnel procedures (e.g., call in sick, use leave, request change of duty, notify supervisor) to avoid unsafe
workplace practices.
The illegal or unauthorized use of Legal Drugs is prohibited. It is a violation of this Policy to intentionally misuse
and/or abuse Legal Drugs, such as prescription medications. Upon Reasonable Suspicion, the City may require
employees to show a valid prescription from a licensed doctor or pharmacist for use of Legal Drugs while on
duty. The City may take disciplinary action, up to and including termination, against an employee who has
engaged in improper use of Legal Drugs while on duty.
VIII. PROHIBITED CONDUCT
A. Scope: The Prohibited Behaviors within this Policy apply whenever the interests of the City may be
affected, including any time the employee is:
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1. On City premises;
2. Conducting or performing City business, regardless of location;
3. Operating or responsible for the operation, custody, or care of City equipment or other property;
or
4. Responsible in any way for the safety of other individuals associated with City, including, but not
limited to, co-employees, volunteers, management, contractors, visitors, residents and vendors.
B. Alcohol: The following acts are prohibited and subject an employee to discharge:
1. The unauthorized use, possession, purchase, sale, manufacture, distribution, transportation or
dispensation of alcohol; or
2. Being under the influence of alcohol as defined by applicable state law.
C. Illegal Drugs: The following acts are prohibited and subject an employee to discharge:
1. The use, possession, purchase, sale, manufacture, distribution, transportation, or dispensation of any
Illegal Drug or other controlled substance;
2. Having any Illegal Drug or Other Controlled Substance in your system; or
3. Working while Impaired by the use of any Illegal Drug or Other Controlled Substance.
D. Legal Drugs: The following acts are prohibited and subject an employee to discharge:
1. The Abuse of Any Legal Drug; or
2. The purchase, sale, manufacture, distribution, transportation, dispensation, or possession of any
Legal Drug, including prescriptions or over-the counter drugs, in a manner inconsistent with law; or
3. Working while Impaired by the use of a Legal Drug; or
4. Working without obtaining the required consent in violation of Section IX & XIV; or
5. Failure to make proper disclosure in violation of Section X & XIV.
IX. EMPLOYER RESPONSIBILITIES
A. To provide each employee a copy of this Policy.
B. To enforce the provisions of this Policy.
C. To inform employees of the dangers of drug use in the workplace. To increase awareness of the
dangers of drugs in the workplace, the City will distribute appropriate literature for the review of all
City employees as part of the ongoing drug awareness efforts.
D. Through various programs available through the City’s health plans, to encourage employees suffering
from drug abuse, to seek voluntary counseling or treatment.
E. Upon notification from an employee that a drug conviction has occurred within the workplace, the City
will take appropriate action within 30 days of notification. Federal contracting agencies will be notified
when appropriate.
F. Observe employee performance.
G. Investigate reports of dangerous practices.
H. Consent Required: Upon notification from an employee that he or she is or will be taking medications
that may Impair his or her ability to perform various work functions, the City will evaluate the situation
and provide an employee with consent to perform his or her work under normal conditions, perform
regular duties with limitations, such as not operating vehicles or equipment, or withhold consent and
provide the employee with alternative direction, such as staying home until the need for the medication
has passed.
X. EMPLOYEE RESPONSIBILITIES
A. To acquaint themselves with and abide by the provisions of this Policy.
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B. To notify their Department Head or Personnel Officer in writing of any criminal drug statute conviction
for a violation occurring in the City workplace. Said notification shall be made no later than five (5) days
after such conviction.
C. Employees shall not report to work or be subject to duty while their ability to perform job duties is
Impaired due to on- or off-duty use of alcohol or other drugs.
D. Be concerned about working in a safe environment.
E. Use the employee assistance program.
F. Report dangerous behavior to their Supervisor or Human Resources without the fear of retaliation
G. Disclosure Required: Employees must notify their Supervisor or Human Resources before beginning
work, when taking any medications or drugs (prescription or nonprescription), which may interfere with
the safe and effective performance of duties or operation of City vehicles or equipment.
XI. POLICY VIOLATION
A. As defined within this Policy, Covered Employees who violate the provisions of this Policy will be
subject to progressive disciplinary action up to and including termination; or, at the discretion of the
City, as a condition of continued employment be required to participate in and successfully complete a
drug free abuse or assistance program approved by the City. An employee required to enter such
programs and fails to successfully complete it and/or repeatedly violates the Policy shall be terminated
from employment in accordance with the City’s Personnel System Rules. Nothing in this Policy prohibits
the employee from being disciplined or discharged for other violations and/or performance problems.
B. Effect of Criminal Conviction: An employee who is convicted under a criminal drug statute for a
violation occurring in the workplace, while conducting or performing City business regardless of
location, or during any City-related activity or event will be deemed to have violated this Policy.
C. Refusal of Substance Screening or Test: A refusal to test shall be treated as a positive test result for the
purposes of administration of this Policy and any resulting disciplinary action. Refusal to test includes
circumstances or behaviors such as:
1. Failure to appear at the collection site in the time allotted;
2. Leaving the collection site before the testing process is completed;
3. Failure to provide a urine, breath, or saliva specimen as required by CFR, Part 40;
4. Failure to permit the observation or monitoring of specimen collection when it is required;
5. Failure to provide a sufficient amount of urine or breath specimen without a valid medical
explanation;
6. Failure or refusal to take a second test when required;
7. Failure to undergo a medical evaluation when required;
8. Failure to cooperate with any part of the testing process. (Example: refusal to sign the testing form
when required);
9. Leaving the scene of an accident without just cause prior to submitting to a test; or,
10. If the Medical Review Officer (MRO) reports a verified adulterated or substituted test result.
D. Disciplinary Actions:
1. First Violation: Covered Employees who violate this Policy shall be subject to progressive discipline
up to and including termination. An employee who is not terminated for a first violation of this
Policy will receive a final written warning. The City reserves the right to suspend the employee
without pay for a period of up to five (5) business days.
2. Second Violation: A second violation of this Policy at any time will result in termination
XII. SEARCHES
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The City reserves the right to search all areas and property over which the City maintains full or joint control
with the employee for the purpose of detecting alcohol or Illegal Drugs. The search will be conducted only with
the approval of the Department Head, City Manager or Human Resources representative and in accordance
with applicable Government Code provisions and other legal requirements. The City will make a reasonable
effort to contact the employee to have them present while searching the property in question. Areas in which
the City maintains full control include, but are not limited to, all City owned properties and buildings and City
owned vehicles and equipment. Areas jointly controlled by the City and the employee include, but are not
limited to, desks, lockers, file cabinets, office cabinets and bookshelves. The City may notify the appropriate law
enforcement agency if it believes any person on or in City property may have Illegal Drugs in his or her
possession.
XIII. SUBSTANCE SCREENING OR TESTING
To ensure the accuracy and fairness of the City’s testing program, all testing will be conducted according to
Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines where applicable and will
include a screening test; a confirmation test; the opportunity for a split sample; review by a Medical Review
Officer, including the opportunity for employees who test positive to provide a legitimate medical explanation,
such as a physician's prescription, for the positive result; and a documented chain of custody.
A. Job Applicants: Job applicants may be required to undergo drug and alcohol testing as a condition of
employment with the City.
B. Employees: Current employees will be subject to testing if they:
1. Report to work or, while conducting or performing City business regardless of location, are
suspected of being intoxicated or exhibiting abnormal behavior or performance difficulties
associated with substance abuse;
2. Are involved in a work-related accident and exhibit indicators of substance abuse;
3. Are subject to federal or state regulatory requirements for random drug or alcohol testing; or
4. Are in safety-sensitive positions or other positions in which Impaired performance could have an
adverse effect on the health or safety of the employee, his or her co-employees, other individuals or
the City.
C. Testing: The City may utilize each or all of the following testing methods:
1. Pre-employment testing;
2. Random testing for employees in safety-sensitive positions;
3. Reasonable Suspicion testing;
4. Post-accident testing (where the employee exhibits indicators of substance abuse); and
5. Testing authorized or required by federal or state regulations, including Department of
Transportation regulations.
XIV. CONFIDENTIALITY
All information received by the City under this Policy is confidential communication. Access to this information
is limited to those who have a legitimate need to know in compliance with relevant laws and management
policies.
Any and all drug testing information obtained under this Policy shall be maintained and stored in separated
confidential files within Human Resources.
XV. PROMULGATION OF POLICY
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Continued communication of the City’s Policy to both Supervisors and Covered Employees is critical to the
City’s success. To ensure that Covered Employees are aware of their role in supporting our Policy, the following
shall apply:
• All Covered Employees will receive a copy of this Policy.
• The Policy will be reviewed in orientation sessions with new employees.
• Periodic updates and reminders of this Policy shall be sent by Human Resources.
XVI. THE CITY’S CONSENT FOR USE OF LEGAL DRUGS
A. Use of Legal Drugs: The City recognizes that it may be necessary for employees to use Legal Drugs
from time to time. The City also recognizes that an employee who is using Legal Drugs might become
Impaired by the drug such that the employee's ability to adequately or safely perform is compromised.
In order to accommodate employees who might be required to use Legal Drugs, and to help assure that
no serious adverse consequences in the workplace result from such drug use, employees are required
to obtain the City’s consent and comply with certain disclosure and work-restriction requirements
under the following circumstances.
B. When Consent Is Required: Employees who know or should know that their use of Legal Drugs might
endanger their own safety or the safety of another person, or might pose a risk of significant damage to
the City’s property, or might substantially interfere with their job performance or the efficient operation
of the City’s business, are obligated to report such drug use to the Supervisor, Department Head,
Personnel Officer or the City Manager, and to obtain the City’s consent to continue working. The City
reserves the right to have either a City physician or the employee's own physician determine whether it
is advisable for the employee to continue working while taking such drugs.
C. Duty to Disclose: Employees who operate or who are responsible in any way for the operation, custody
or care of the City’s property, or for the safety of other employees or other persons, have a duty to
disclose the nature of their job duties to any prescribing physician or pharmacist and/or to a City
physician or pharmacist and to inquire of the physician(s) or pharmacist whether their use of the drugs
prescribed might result in the dangers, risks or Impairment that this Policy is intended to prevent.
D. Restrictions on Work: The City reserves the right to restrict the work activities of any employee who
is using Legal Drugs or prohibit any employee from working entirely while he or she is using Legal
Drugs.
E. Duty to Refrain from Working: Each employee using Legal Drugs has a duty to not report for work
while impaired by the drug if such Impairment might result in serious harm or damage or might interfere
with his or her job performance. Accordingly, even if an employee has obtained the City’s consent to
continue working while taking Legal Drugs, the employee will not be authorized to work while impaired
by the use of such drug if the employee knows or has reason to know that working while impaired
might endanger the safety of the employee or some other person, pose a risk of significant damage to
the City’s property, or substantially interfere with the employee's job performance or the efficient
operation of the City’s business.
XVII. CRIMINAL CONVICTIONS
Employees are required by this Policy to notify the City of any conviction under a criminal drug statute for a
violation occurring in the workplace, while conducting or performing City business regardless of location, or
during any City-related activity or event, not later than five (5) days after any such conviction. When required
by applicable law, the City will notify agencies under contract of any employee who has been convicted under a
criminal drug statute for a violation occurring while conducting or performing City business, regardless of
location.
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XVIII. UNREGULATED OR AUTHORIZED CONDUCT
A. Customary Use of Over-the-Counter Drugs: Nothing in this Policy is intended to prohibit the
customary and ordinary purchase, sale, use, possession, or dispensation of over-the-counter drugs, so
long as such activity does not violate any law or result in an employee being impaired by the use of such
drugs in violation of this Policy.
B. Off-the-Job Conduct: Nothing in this Policy is intended to regulate off-the-job conduct, so long as the
employee's off-the-job use of alcohol or Legal Drugs does not result in the employee being under the
influence of or Impaired by the use of alcohol or drugs in violation of this Policy.
C. Use of Alcohol or Legal Drugs: The Personnel Officer will maintain a list of circumstances in which the
use or possession of certain Legal Drugs or alcohol is authorized (such as certain medicine or drugs
maintained in company first-aid cabinets or alcoholic beverages served during or after business meetings
or social functions) and will communicate the authorization as appropriate. Changes to the
authorization require the prior written approval of the City Manager. Except as otherwise provided in
this Policy, no employee may assume that his or her possession, use, purchase, sale, manufacture,
distribution, transportation, or dispensation of alcohol or drugs is authorized unless the employee has
been notified in writing by the City Manager.
XIX. ASSISTANCE
The City recognizes that alcohol, drug abuse and addiction are treatable illnesses. The City also realizes that
early intervention and support improve the success of rehabilitation. Therefore, this Policy:
• Encourages individuals to seek help if they are concerned that they or their family members may have a
drug and/or alcohol problem.
• Encourages individuals to utilize the services of qualified professionals to assess the seriousness of
suspected drug or alcohol problems and identify appropriate sources of help.
• Offers all fully benefitted employees, and their eligible family members, assistance with alcohol and drug
problems through the employee assistance program.
Treatment for alcoholism and/or other drug use disorders may be covered by an eligible employee’s medical
benefit plan. However, the ultimate financial responsibility for recommended treatment belongs to the
individual.
XX. QUALIFIED DISABLED EMPLOYEES
A. Commitment to Employ Disabled Individuals: Nothing in this Policy is intended to diminish the City’s
commitment to employ qualified disabled individuals or to provide reasonable accommodation to such
individuals consistent with all federal, state and local laws. As noted above, however, employees are
required, under certain limited circumstances, to obtain the City’s consent to continue working while
using Legal Drugs.
B. Reasonable Accommodation: If an employee's use of a Legal Drug is related to a disability and the
employee voluntarily self-identifies as a disabled individual to the City in connection with an effort to
determine whether it is advisable to continue working despite the use of the drug, and if it is determined
that the employee should not continue to work in his or her regular job while using the Legal Drug, an
effort will be made to reasonably accommodate that employee.
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REVISION
#1
SUPERSEDES
AP-01-1991
SUBJECT
HARASSMENT PREVENTION POLICY
AND COMPLAINT PROCEDURES
APPROVED BY
Richard C. Ambrose
EFFECTIVE DATE
March 15, 2004
I. PURPOSE
The purpose of this policy is to establish the City of Dublin’s strong commitment to providing a work
environment free from unlawful and improper harassment; to define harassment; to inform all
employees, officers and officials of the City of Dublin that harassment is illegal; to ensure that
unprofessional behavior that creates a hostile work environment is not be tolerated; and to set forth a
procedure for investigating and resolving internal complaints of harassment.
II. POLICY
It is the City’s policy to provide a workplace free from unlawful and improper harassment. This
policy protects all:
Applicants,
Employees, and
Persons providing services pursuant to a contract with the City.
Harassment on any basis, including, but not limited to, on the basis of race, religious creed, color,
national origin, ancestry, physical or mental disability, citizenship status, military service status, sex
(including pregnancy, childbirth or related medical conditions), gender, sexual orientation, age (40 or
over) or other basis protected by law will not be tolerated.
The City will take all reasonable steps necessary to prevent harassment. When aware of harassment,
the City will take immediate and appropriate corrective action, including all steps necessary to end the
harassment, whether or not a complaint has been filed. The City will take appropriate disciplinary
action, up to and including termination, for violations of its policy against harassment.
If the City becomes aware of sexual harassment, including gender harassment and harassment based
on pregnancy, childbirth, or related medical conditions, inflicted by a non-employee on any of the
above protected parties, the City will take immediate and appropriate corrective action.
Any retaliation against a person for filing a harassment charge or making a harassment complaint with
the City, or with any municipal, state or federal equal employment opportunity agency, or because he
or she has participated in an investigation of a charge of harassment is prohibited.
III. DEFINITION
A. “Harassment” refers to behavior that is not welcome, that is personally offensive, that
debilitates morale, and that, therefore, interferes with work effectiveness. The victim does not have
to be the person harassed but could be anyone affected by the offensive conduct. Harassment
includes, but is not limited to:
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1. Verbal Harassment – For example, epithets, derogatory comments or slurs on the basis of
race, religion, color, national origin, ancestry, physical handicap, medical condition, marital
status, sex or age. This might include inappropriate sex oriented comments on appearance,
including dress or physical features or race oriented stories.
2. Physical Harassment – For example, assault, impeding or blocking movement, or any physical
interference with normal work or movement when directed at the individual on the basis of
race, religion, color, national origin, ancestry, physical handicap, medical condition, marital
status, sex or age. This could be conduct in the form of pinching, grabbing, patting,
propositioning, leering or making explicit or implied job threats or promises in return for
submission to physical acts.
3. Visual Forms of Harassment – For example, derogatory posters, notices, bulletins, cartoons, or
drawings on the basis of race, religion, color, national origin, ancestry, physical handicap,
medical condition, marital status, sex or age.
4. Sexual Favors – Unwelcome sexual advances, requests for sexual favors, and other verbal or
physical conduct of a sexual natures which is conditioned upon an employment benefit,
unreasonably interferes with an individual’s work performance or creates an offensive work
environment.
Harassment on the basis of race, religion, color, national origin, ancestry, physical handicap,
medical condition, marital status, sex or age is a violation of Title VII of the Civil Rights Act of
1964, the California Government Code and Regulatory Guidelines of the Equal Employment
Opportunity Commission and the California Fair Employment and Housing Commission.
B. “Sexual Harassment” is defined by the Federal Equal Employment Opportunity Commission’s
Guidelines as:
“Unwelcome sexual advances, requests for sexual favors, and other verbal and/or physical
conduct of a sexual nature constitute sexual harassment when –
1. submission to such conduct is made either explicitly or implicitly a term or condition of an
individual’s employment,
2. submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting such an individual, or
3. such conduct has the purpose or effect of unreasonably interfering with an individual’s work
performance or creating an intimidating, hostile, or offensive working environment.”
Sexual harassment also includes the threat or insinuation that lack of sexual submission will
adversely affect an employee’s employment, wages, advancement, assigned duties or shifts, or
other conditions that affect an employee’s livelihood. Sexual harassment can be inflicted by both
men and women, and can be inflicted upon those of the opposite sex or the same sex.
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IV. RESPONSIBILITIES
Each employee is responsible to ensure that his/her conduct or actions do not violate the law or this
policy, and that he/she does not actively or passively condone any form of harassment.
Each employee, applicant, or person providing services to the City under a contract is encouraged to
bring to the attention of any appropriate party, including a manager, supervisor, department head, or
the Personnel Officer, any incident of harassment that requires immediate attention or further
investigation, and to do so before harassment becomes severe or pervasive. If a protected party’s direct
supervisor or other direct authority is the source of harassment, the party is encouraged to seek
assistance outside of the chain of command. Though the City recognizes it may not always be
possible, it is helpful for the victim to inform the harasser directly that the conduct is unwelcome and
must stop.
V. COMPLAINT PROCEDURE
The City takes all concerns regarding harassment seriously. All parties protected by this policy should
feel confident in taking bringing to the City’s attention incidents of harassment, so that they can be
addressed in a timely and appropriate fashion.
A. Filing: An employee or job applicant who believes he or she has been harassed should make a
complaint orally or in writing with any of the following:
1. Immediate supervisor
2. Any supervisor or manager within or outside the department
3. Department head
4. Personnel Officer
Any supervisor, manager or department head who receives a harassment complaint should notify
the Personnel Officer immediately.
B. Upon notification of a harassment complaint, the Personnel Officer shall:
1. Authorize and/or supervise investigation of the complaint promptly and thoroughly in as
confidential a manner as is consistent with a full, fair and proper investigation and due process
requirements. The investigation will include interviews with: a) the complainant; 2) the
accused harasser; and c) any other persons the Personnel Officer has reason to believe have
relevant knowledge concerning the complaint.
2. Review factual information gathered through the investigation to determine whether the
alleged conduct constitutes harassment; giving consideration to all factual information, the
totality of the circumstances, including the nature of the verbal, physical, visual or sexual
conduct and the context in which the alleged incident occurred.
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3. Report the results of the investigation and the determination as to whether harassment
occurred to appropriate persons including the complainant, the alleged harasser, the supervisor
and the department head.
4. If harassment occurred, take and/or recommend to the appointing authority prompt and
effective remedial action against the harasser. The action will be commensurate with the
severity of the offense.
5. Take reasonable steps to protect the victim and other potential victims from further
harassment.
6. Take reasonable steps to protect the victim from any retaliation as a result of communicating
the complaint.
7. If appropriate, take action to remedy the victim’s loss, if any, which resulted from the
harassment.
VI. DISSEMINATION OF POLICY
All employees, officers and officials shall be sent copies of this Policy.
G:\PERSNEL\CITYPERS\DOCUMNTS\Harrassment policy-new 2004 version.doc
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REVISION
SUPERSEDES
SUBJECT
OFFICIAL TRAVEL AND OTHER BUSINESS AND
REIMBURSEMENT OF EXPENSES POLICY
APPROVED
BY
Richard C.
Ambrose
EFFECTIVE
DATE
January 03, 2006
A. PURPOSE
The purpose of this policy is to ensure that the reimbursement of members of legislative bodies for expenses
incurred in the performance of official duties complies with the California Government Code, including the
recently enacted legislation, which adds Sections 53232.2 et seq. to the Government Code; to establish a
reimbursement policy applicable to City employees and legislative bodies; and to establish other requirements
related to travel expenses paid by the City.
B. DEFINITION
The following definition shall apply to this policy:
“Legislative body” means the City Council, Planning Commission, Parks & Community Services Commission,
Heritage & Cultural Arts Commission, Senior Advisory Committee, and Youth Advisory Committee.
C. POLICY
Members of a legislative body and City employees may be reimbursed for actual and necessary expenses
incurred in the performance of official duties only as provided in this Policy.
1. Types of Occurrences that Qualify for Reimbursement. Members of a legislative body and City
employees may be reimbursed for actual and necessary expenses incurred in the performance of official
duties, including (a) attending conferences, (b) attending organized educational activities, (c) meeting with
local, state, and federal legislators and officials regarding official city business, (d) meeting with staff and
officials of surrounding communities regarding matters of mutual concern, (e) attending City events, (f)
participating in regional, state, and national organizations whose activities affect the City’s interests, and (g)
implementing a City-approved strategy for attracting and retaining businesses to the City, which will
typically involve at least one staff member.
2. Government Rates. Airlines, hotels, and rental car companies may offer special rates available to state,
federal, and local governments. These rates are presumed to be the most economical and reasonable rates for
the purposes of this Policy. Those booking travel should consult available resources to determine the if
applicable government rates are available.
3. Transportation
a. Cost Comparison to Determine Mode of Transportation. When contemplating travel
arrangements, members of a legislative body and City employees should choose the least
expensive mode of travel. For example, in some cases, it may be less expensive for the City to
reimburse an employee or members of a legislative body for mileage associated with vehicle
transportation than to pay for air travel. Prior to making travel arrangements, the employee or
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member of the legislative body shall compare the cost of traveling by the various modes of travel
available and determine the most cost effective mode given the employee or official’s scheduling
needs. City employees and members of legislative bodies shall also consider cost-saving strategies
such as car-pooling in the cost comparison.
b. Air Travel. When possible, members of a legislative body and City employees should arrange for
air travel to be paid for by the City, pursuant to Administrative Policy 09-2005 relating to credit
card usage. The designated individual in each Department responsible for making travel
arrangements, pursuant to Administrative Policy 09-2005, shall book the most economical and
reasonable mode and class of transportation available that is consistent with the employee or
official’s scheduling needs.
c. Personal Vehicle Travel. Members of a legislative body and City employees may be reimbursed
for expenses incurred in traveling by personal vehicle on official business at the Internal Revenue
Service Mileage Rate, in effect at the time of the travel. Members of a legislative body and City
employees requesting such reimbursement shall indicate reimbursable mileage on the Travel
Expense Report, which shall satisfy the Documentation Requirements provided in Section 15 of
this Reimbursement Policy.
d. Car Rental Arrangement. Prior to requesting a rental car, employees and officials traveling on
official business shall consider whether a rental car is the least expensive means of transportation
at the destination. When possible, members of a legislative body and City employees should
arrange for car rentals to be paid for in advance by the City, pursuant to Administrative Policy 09-
2005 relating to credit card usage. The designated individual in each Department responsible for
travel arrangements, pursuant to Administrative Policy 09-2005, shall book the most economical
and reasonable rental rate that is available.
e. Lack of Advance Arrangements. If advance arrangements for transportation cannot be made due to
lack of advance warning or other extenuating circumstances as approved by the City Manager or
his or her designee before the expenses are incurred, members of a legislative body and City
employees may be reimbursed for the expense of air fare or car rental, so long as the claimant
obtained three quotations, including government and group rates when available, and the amount
of reimbursement sought does not exceed the least expensive air fare or car rental rate.
4. Meals.
a. Meals in Conjunction with Travel. Members of a legislative body and City employees may be
reimbursed for expenses incurred for meals consumed in conjunction with travel on official
business. For travel within California, a member of a legislative body or City employee may be
reimbursed for meals in amounts that do not exceed the following, which include tax and gratuity:
Breakfast: $12
Lunch: $18
Dinner: $31
Other Incidentals $ 3
Total Per Diem $64
For travel outside of California, a member of a legislative body or City employee may be
reimbursed for meals in amounts that do not exceed the above amounts or the per-meal amounts
for the particular locale as published by the U.S. General Services Administration in the document
entitled “Per Diem Rates,” available at www.gsa.gov, whichever is higher.
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Notwithstanding the per-meal amounts set forth above and those published by the U.S. General
Services Administration, the member or employee may be reimbursed for meals in an amount that
does not exceed the aggregate amount of meal allowances in a particular day for which the member
or employee is eligible.
b. If a meal is provided by a conference or organized educational activity, or otherwise included in the
payment of registration fees, City employees and members of legislative bodies may not be
reimbursed for meals purchased in lieu of, or in addition to, the provided meal. (For example, if
lunch is provided one day at a conference, the total daily maximum for meals of $64 would be
reduced by the lunch maximum of $18 to arrive at a new maximum aggregate amount of $46).
c. Reimbursement for Other Meals. Where authorized by Section 4 of this Policy, members of a
legislative body and City employees may be reimbursed for their meals associated with the
performance of official duties at rates not to exceed the amounts set forth in this Policy. Meals for
spouses, family members, and other third parties shall not be reimbursed.
5. Lodging.
a. The City will pay for or reimburse for lodging expenses when travel on official city business
reasonably requires an overnight stay.
b. When possible, members of a legislative body and City employees should arrange for lodging
expenses to be paid by the City, pursuant to Administrative Policy 09-2005 relating to credit card
usage. The designated individual in each Department responsible for making travel arrangements,
pursuant to Administrative Policy 09-2005, shall book lodging at the most economical and
reasonable rates for lodging that is in a location that is reasonable and convenient in relation to the
employee or official’s scheduling and official business needs. For lodging in connection with a
conference or organized educational activity, such lodging costs shall generally not exceed the
maximum group rate published by the conference or activity sponsor, provided that lodging at the
group rate is available to the City employee or member of a legislative body at the time of booking.
c. If advance arrangements for lodging cannot be made due to lack of advance warning, or other
extenuating circumstances as approved by the City Manager or his or her designee, a City employee
or member of the legislative body may be reimbursed for lodging expenses, so long as the amount of
the reimbursement does not exceed the government or group rates offered by a provider of lodging in
a location that is reasonable and convenient in relation to the employee or official’s official business
needs or the maximum group rate published by the event or activity sponsor, whichever is higher.
The extenuating circumstances shall be subject to review and approval in advance by the City
Manager.
6. Incidental Expense Reimbursement. Members of a legislative body and City employees may be
reimbursed for actual and necessary incidental expenses incurred in connection with a conference, organized
educational activity, or other performance of official duties. Incidental expenses include gratuities for hotel
employees, parking fees, tips for cab drivers, public transportation costs, tolls, telephone calls relating to the
performance of official duties, and other such incidental expenses.
Reimbursement for expenses incurred in placing telephone calls of a personal nature shall be limited to $10
per day for travel within California, and $20 per day for travel outside of California.
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7. Conference Registration Fee Reimbursement. When possible, members of a legislative body and City
employees should arrange for conference and organized educational activity registration fees to be paid in
advance of the conference by the City, pursuant to Administrative Policy 09-2005 relating to credit card
usage. If such advance arrangements cannot be made due to lack of advance warning or other extenuating
circumstances, members of a legislative body and City employees may be reimbursed for the expense of a
conference or organized educational activity registration fee.
8. Other Expenses. All other actual and necessary expenses incurred in the performance of official duties that
are not described in this Reimbursement Policy shall not be reimbursed unless approved by the City Council
before the expense is incurred.
9. Expenses to Accommodate Disabilities. This policy shall not be construed to limit the City’s ability to
reimburse members of a legislative body and City employees for necessary expenses in excess of that which
is otherwise permitted under this policy where such additional expenses are necessary to accommodate for a
disability.
10. Prohibited Expense Reimbursements. Officials and City employees shall not be reimbursed for expenses
such as alcoholic beverages, spouse or family meals, entertainment expenses such as movie rental fees,
theater tickets or sporting event fees, and fines for parking citations. Meals for spouses, family members,
and other third parties shall not be reimbursed.
D. EFFECT OF VIOLATION OF THE POLICY
A violation of this Reimbursement Policy may result in the following penalties, including, but not limited to: 1)
loss of reimbursement privileges; 2) restitution to the City; 3) civil penalties for the misuse of public resources
pursuant to Section 424 of the California Penal Code; and 4) prosecution for misuse of public resources pursuant
to Section 424 of the California Penal Code.
E. REPORTING AND OTHER REQUIREMENTS
1. Brief Report to Legislative Body. Members of the legislative bodies shall provide brief reports on
meetings attended at the expense of the City at the next regular meeting of the legislative body immediately
following the event for which reimbursement is sought. If more than one member of a legislative body
attends the event, a report from one of the members that mentions the other’s presence is sufficient.
2. Reimbursement Requirements. Employee or member of the legislative body is required to submit a Travel
Expense Report form for reimbursement of expenses incurred in performance of official duties. The single
report will be used to account for both Employee / Legislative Body – personal reimbursements as well as
City Credit Card expenditures. Members of a legislative body and City employees must file Travel Expense
Report form within 14 days from the last day of business related travel. Submission of expenses on the City
Credit Card are strongly encouraged to be filed within 5 days due to timing requirements for the payment of
the City credit card bill.
3. Documentation Requirements. The Travel Expense Report forms shall be accompanied by itemized
receipts documenting each expense. If receipts are not available the Administrative Services Director shall
be notified and will require certification and supplemental details related to the expenditure. The Travel
Expense Report form shall be used to document that the expenses for which reimbursement are sought are
proper under this Policy. Supporting information should be retained and attached to the report when
applicable including but not limited to: Conference Agenda / Registration – indicating meals included in
registration; Group Lodging rates; information on transportation options; etc. All documents related to
reimbursable expenditures are considered public records subject to California Public Records Act.
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4. Each Department is encouraged to designate one or more Travel Coordinator(s) who will coordinate the
preparation and submission of the documentation required. The primary responsibility to assure that all
paperwork is submitted remains with the person who incurred the expense. The Department Head or
Designee of the claimant’s department is responsible for reviewing the travel expense report for accuracy
and determine if they are all eligible expenses.
5. The Claimant is responsible for reimbursing the City for any ineligible expenses charged to the City’s Credit
Card as part of the reconcilement of travel expenses. Funds owed by the Claimant may be deducted from the
amounts owed by the City as reimbursement and the Travel Expense Report Form will accommodate this
adjustment. If no funds are owed by the City to the Claimant, a personal check for the reimbursement of the
ineligible expenses shall accompany the Travel Expense Report.
6. Finance is responsible for updating the per-diem rates published by the U. S. General Services
Administration annually on October 1. Adjustment of the maximum aggregate for meal expenses within
California shall be based on changes in the GSA Meal & Incidental Allowance for San Francisco. Finance
shall also update the IRS allowed mileage reimbursement rate on January 1st of each year or as any changes
are implemented by the IRS.
7.3.b
Packet Pg. 102 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
CITY OF DUBLIN
TRAVEL EXPENSE REPORT FORM
For expenses not prepaid by City check or credit card
EMPLOYEE NAME:ACCT NO.:
EVENT:
LOCATION OF EVENT:
TOTALS
-$
-$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
-$
-$
-$
-$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
0
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
Less Over Limit (City Credit Card)
TRAVEL DATES (FILL IN EACH DAY
IN EACH CELL ACROSS, ex. 1/1/19):
MEALS: ENTER IN EACH CELL Eligible amount per meal per day. Maximum Allowable-$76 per diem-Breakdown shown below
IF MEAL IS INCLUDED WITH EVENT, ENTER "INCL" IN CELL) (Rate as of 10/1/18-gsa.gov for San Francisco per AP18-2006)
Lunch (City Credit Card)
Dinner (City Credit Card)
Less Over Limit (Employee Paid)
Breakfast (Employee Paid)
TOTAL ELIGIBLE PER DIEM
Net to be Considered
Net Adjustments
Breakfast per day ($18)
Lunch per day ($19)
Dinner per day ($34)
Incidentals per day ($5)
Less: Employee Ineligible (enter as minus)
Sub-Total
MEALS: Actual Expenditures
Breakfast (City Credit Card)
Incidentals (City Credit Card)
Total City Credit Card charged Meals
Adj. for Exceeding Max. Authorized
MILEAGE
Lunch (Employee Paid)
Dinner (Employee Paid)
Incidentals (Employee Paid)
Less: City Ineligible (enter as minus)
Total Employee Paid Meals
Lesser of Auth. Or Net
Enter Miles (to/from Dublin)
IRS Rate ($0.58 as of 1/1/19)
TELEPHONE CALLS
Personal (City Credit Card)
Personal (Employee Paid)
Total Personal Calls
Max. Allowance
($10/day CA; $20/day out CA)
Business (City Credit Card)
Business (Employee Paid)
Total Business Calls
CLAIM DATE:
Effective 01/01/2019
7.3.b
Packet Pg. 103 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
CITY OF DUBLIN
TRAVEL EXPENSE REPORT FORM
For expenses not prepaid by City check or credit card
EMPLOYEE NAME:ACCT NO.:
EVENT:
LOCATION OF EVENT:
TOTALS
TRAVEL DATES (FILL IN EACH DAY
IN EACH CELL ACROSS, ex. 1/1/19):
CLAIM DATE:
-$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
-$
-$
-$
-$
-$
-$
-$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
-$
-$
-$
-$
-$ -$ -$ -$ -$ -$ -$ -$ -$ -$
Meals Mileage
Personal
Calls
Business
Calls Lodging Transport.Other TOTALS
-$ --$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$ -$ -$ -$
-$ -$ -$ -$ -$
0.00 0.00 0.00 0.00 0.00 0.00 0.00 -$
-$ -$ -$ -$ -$ -$ -$ -$
Employee Signature Date
Department Head Signature Date
LODGING
Paid by City Credit Card
Employee Paid
City Ineligible
(Reimbursed by Employee)
Total Lodging
TRANSPORTATION: Airfare, Rental Car, Public Transportation, Taxi, etc.
Airfare (City Credit Card)
Rental Car (City Credit Card)
Gas (City Credit Card)
LESS Ineligible Charges (Employee to
reimburse City for credit card charges)
TOTAL EMPLOYEE REIMBURSEMENT
Parking, Toll, etc. (City Credit Card)
Taxi, Bus, etc. (City Credit Card)
Airfare (Employee Paid)
Rental Car (Employee Paid)
Gas (Employee Paid)
Parking, Toll, etc. (Employee Paid)
OTHER: Incidentals - Internet, Baggage Fees, etc. *Please Describe Below*
Baggage Fee (City Credit Card)
Description (City Credit Card)
GRAND TOTALS
Description (Employee Paid)
Description (Employee Paid)
Total Other
SUMMARY
City Credit Card
Employee Paid
**ATTACH DETAILED ITINERARY & ALL DETAILED RECEIPTS TO THIS EXPENSE REPORT**
Taxi, Bus, etc. (Employee Paid)
City Ineligible
(Reimbursed by Employee)
Total Transportation
By my signature, I hereby certify that the statements herein are true and correct, that the reimbursement for travel expenses claimed was necessary and incurred during the
performance of my official duties, and that all reimbursements requested adhere to the City's adopted travel and expense and credit card policies adopted pursuant to Government
Effective 01/01/2019
7.3.b
Packet Pg. 104 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Robert's Rules of Order Motions Chart
Based on Robert's Rules of Order Newly Revised (10th Edition)
Part 1, Main Motions. These motions are listed in order of precedence. A motion can be introduced if it is
higher on the chart than the pending motion. § indicates the section from Robert's Rules.
§ PURPOSE: YOU SAY: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§21 Close meeting I move to
adjourn No Yes No No Majority
§20 Take break I move to
recess for ... No Yes No Yes Majority
§19 Register
complaint
I rise to
a question of
privilege
Yes No No No None
§18 Make follow
agenda
I call for the
orders of the
day
Yes No No No None
§17 Lay aside
temporarily
I move to lay
the question
on the table
No Yes No No Majority
§16 Close debate
I move the
previous
question
No Yes No No 2/3
§15 Limit or extend
debate
I move
that debate
be limited to
...
No Yes No Yes 2/3
§14 Postpone to a
certain time
I move to
postpone the
motion to ...
No Yes Yes Yes Majority
§13 Refer to
committee
I move to
refer the
motion to ...
No Yes Yes Yes Majority
§12
Modify
wording of
motion
I move to
amend the
motion by ...
No Yes Yes Yes Majority
§11 Kill
main motion
I move that
the motion
be
postponed
indefinitely
No Yes Yes No Majority
§10
Bring business
before
assembly (a
main motion)
I move that
[or "to"] ... No Yes Yes Yes Majority
7.3.b
Packet Pg. 105 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)
Part 2, Incidental Motions. No order of precedence. These motions arise incidentally and are decided immediately.
§ PURPOSE: YOU SAY: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§23 Enforce rules Point of Order Yes No No No None
§24 Submit matter
to assembly
I appeal from the
decision of the
chair
Yes Yes Varies No Majority
§25 Suspend rules I move to
suspend the rules No Yes No No 2/3
§26
Avoid main
motion
altogether
I object to the
consideration of
the question
Yes No No No 2/3
§27 Divide motion I move to divide
the question No Yes No Yes Majority
§29 Demand a
rising vote
I move for a
rising vote Yes No No No None
§33 Parliamentary
law question
Parliamentary
inquiry Yes No No No None
§33 Request for
information
Point of
information Yes No No No None
Part 3, Motions That Bring a Question Again Before the Assembly.
No order of precedence. Introduce only when nothing else is pending.
§ PURPOSE: YOU
SAY: INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§34 Take matter
from table
I move to
take from
the table ...
No Yes No No Majority
§35
Cancel
previous
action
I move to
rescind ... No Yes Yes Yes 2/3 or Majority with
notice
§37 Reconsider
motion
I move to
reconsider ... No Yes Varies No Majority
7.3.b
Packet Pg. 106 Attachment: 2. Commissioner Resource Handbook (Review of Youth Advisory Committee Bylaws and Rules of Procedure)