CC SR 20171219 E - CCAC Work PlanRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 12/19/2017
AGENDA HEADING: Consent Calendar
Consideration and possible action to approve the proposed FY17-18 Civic Center
Advisory Committee (CCAC) Work Plan.
RECOMMENDED COUNCIL ACTION:
(1) Approve the proposed FY17-18 CCAC Work Plan.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Kit Fox, AICP, Senior Administrative Analyst:;
Matt Waters, Senior Administrative Analyst
REVIEWED BY: Gabriella Yap, Deputy City Manager
APPROVED BY: Doug Willmore, City Manager'/ -`,,.,11-117
ATTACHED SUPPORTING DOCUMENTS:
A. Proposed FY17-18 CCAC Work Plan (page A-1)
B. Resolution No. 2017-35 (page B-1)
BACKGROUND AND DISCUSSION:
On June 20, 2017, the City Council adopted Resolution No. 2017-35 (Attachment B)
establishing the Civic Center Advisory Committee (CCAC). The City Council selected
seven (7) residents to serve on the Committee on August 15, 2017. The Committee
held its first meeting on September 28, 2017, at which it reviewed a preliminary draft
work plan prepared by Staff. The Committee reviewed and refined its work plan at
meetings held on October 25, 2017, and November 30, 2017, which is now presented
for the City Council's review and approval (Attachment A).
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action is available for
the City Council's consideration:
Direct Staff and the CCAC to revise the proposed work plan for FY17-18
for City Council approval at a future meeting.
1
Draft Civic Center Advisory Committee Work Plan
1. Mission Statement
The mission of the Civic Center Advisory Committee is to work with the City Council and its
Staff to develop a Civic Center Master Plan which seeks a solution to the design of the Civic
Center Site and make associated recommendations to Council. All appropriate needs of the
City and the Community will be considered in the design solution.
2. List of Work Plan Tasks
Staff and the Committee are jointly proposing the following work plan tasks:
A. Work closely with Staff to prepare a Draft Civic Center Master Plan.
B. Primary Work Plan Steps:
1. Develop an understanding of the status of the property and receive regular
reports on the progress of any changes to the status of that property.
2. Receive reports on history of property, existing conditions, environmental
issues, current uses, and prior analyses.
3. Solicit any additional studies, surveys, environmental reviews, and other
analyses that are deemed appropriate to gain a full history and understanding
of the property.
4. Establish wants and needs comparison which may involve additional public
outreach, surveys, and interaction with other City Committees and
Commissions.
5. Develop, in cooperation with a design professional, a formal, detailed program
based on wants and needs comparison including approximate area of
components, organizational charts, relationships between uses, and growth
estimates.
C. Selection of Architects & Engineers:
1. Review and approve a List of Candidates and an RFP to architects who may
be invited to submit proposals for the Civic Center Master Plan.
D. Financial Opportunities:
1. Review and/or make recommendations to the City Manager on potential
budgeting and funding opportunities, including potential grant funding.
2. From conceptual designs of the Civic Center Master Plan, developed by the
Architects and Engineers, review project costs estimates and include
estimates as part of the recommendations to Council.
E. Additional Subjects:
1. Recommend to the City Manager additional subjects that are outside of the
scope of this Work Plan that should be reviewed by the Committee.
Recommendations will be reviewed for approval by the City Manager and may
be forwarded to the City Council for consideration as deemed appropriate.
A-1
3. Rules and Regulations
A. Follow the established standard procedural rules and regulations of the Planning
Commission, as applicable, while the Committee is active.
B. Committee Membership
1. Established by City Council
2. Maximum of seven (7) voluntary members who reside within City boundaries
3. Chairperson to be appointed by City Council
4. Vice Chairperson to be appointed by a majority of Committee members or by
City Council.
5. If membership falls below seven (7) members, the Committee and Staff will
approach the City Council to appoint replacement members.
C. Frequency of Meetings — Length of Term
1. Committee will meet on the 4th Thursday of every month, at 6:00 PM in the
Community Room at City Hall.
2. Staff will have authorization to cancel unnecessary meetings, add meetings or
reschedule meetings after conferring with the Chairperson.
3. The Civic Center Advisory Committee shall be dissolved when a final Civic
Center Master Plan is approved by the City Council, unless the City Council
chooses to extend the Committee's services beyond the completion of the
Civic Center Master Plan.
D. Staff Support and Funding Allocations
1. The Committee will conduct its work with appropriate consideration of the cost
of staff time and will not exceed reasonable expenditures.
2. Significant expenditures of Staff time or City funds shall be submitted to the
City Manager for review and approval
3. Committee staffing will be overseen by the Deputy City Manager
4. The Committee, when appropriate will receive oral staff reports to reduce the
expense of preparing written reports
5. Committee minutes shall be action minutes.
4. Approval of Work Plan
A. This Work Plan, which is supported by Staff, was approved by the Committee on
November 30, 2017, by a 6-0 vote (Committee Member Schultz absent).
Draft Civic Center Advisory Committee Work Plan
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A-2
RESOLUTION NO. 2017-35
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES ESTABLISHING THE CIVIC CENTER COMMITTEE.
WHEREAS, on March 7, 2017 the City Council received a presentation from the
City Manager's Office regarding the possible formation and mission of a citizens advisory
committee that would focus on development of a Civic Center Master Plan and directed
staff to submit a Resolution to form such a committee.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
Section 1. Civic Center Committee, Creation of. A Civic Center Committee is
hereby established.
The Civic Center Committee shall serve as a citizen's advisory board to the City
Council advising on the development of the Civic Center Master Plan. Committee
members will play a vital role in the public outreach process, financial analysis,
layout/boundary concerns, conceptual design, and other related issues.
Section 2. Membership. The Committee shall be appointed by the City Council
and shall consist of seven (7) members who should generally be representative of the
various geographical areas of the City. The Chairperson shall be directly appointed by
the City Council. The Committee may appoint a Vice -Chairperson from among its
members.
The Deputy City Manager shall act as advisor to this Committee. The Deputy City
Manager or their designee shall attend the meetings of the Committee.
Section 3. Terms of Office. The first membership shall have 4 members who
serve a 4 -year term and 3 members who serve a 2 -year term in order to preserve
committee continuity. Thereafter, the membership shall serve terms of four (4) years in
length. Each appointee's term will expire on the date established by the City Council, or
as soon thereafter as the vacancy is filled. The City Council may remove a member or
members at any time for any reason.
Section 4. Meeting Time and Location. Regular meetings of the Committee shall
be held at a regular time and location to be specified in the rules and regulations of the
Committee. In general, meetings shall be held on a monthly basis. Special or adjourned
meetings, if necessary, may be conducted in any manner provided by law.
Section 5. Duties. The Committee shall perform the following duties:
1. Make such procedural rules and regulations as necessary to conform to
law and to properly conduct business.
2. Develop a Committee Work Plan for City Council consideration and
approval.
3. Consider matters regarding Civic Center Master Plan which are brought
to its attention by the City Council or Staff.
4. Consider citizens' suggestions, opinions, survey results and issues of
concern regarding the Civic Center Master Plan and make
recommendations to the City Council as appropriate.
5. Support committee public outreach activities which may include attending
forums, community meetings and special events.
6. Consult with other City Advisory committees and make recommendations
to the City Council regarding the nature, size and scope of facilities;
infrastructure needs of the development; site constraints and lay out;
access, streets and traffic safety; environmental objectives and concerns;
costs, capital and financing issues; and any other issues related to the
development of the Civic Center Master Plan.
7. Recommend to the City Council subjects that should be studied by the
Committee.
Section 6. Powers. The Committee is primarily an advisory body, but has certain
specific responsibilities as described above under Duties. It shall have no power to direct
or cause the expenditure of City funds except as specifically budgeted by the City Council.
It shall have no power to take any action encumbering, conveying, or restricting the use
of private or public property except as described above under Duties. It shall have no
power to direct or review the operation of the any City department, except as specifically
described above under Duties, or as authorized by the City Council.
Section 7. Communications. The Committee is established by the City Council as
a citizens advisory group, with certain specific duties, to enable the Council to more
effectively administer the City and to respond to the citizenry.
The Committee is encouraged to formulate and forward alternative proposals to
the City Council along with recommendations approved by the majority of the members
of the Committee. Minority opinions of Committee members, in written form, will be
considered by the City Council before taking action on any recommendation of the
Committee.
It is anticipated that the Committee will make recommendations to the Council
through the Deputy City Manager and the City Manager. The Committee shall, at all
times, have direct access to the City Council through representation at regular City
Resolution No. 2017-35
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Council meetings, and in other manners as may be prescribed by the Council. The
Committee may also request that the City Manager place items of concern on an
appropriate City Council agenda.
Section 8. Support. The Deputy City Manager shall serve as advisor to the
Committee. They shall cause to be prepared such staff reports as may be necessary for
the Committee to conduct its business. They shall provide administrative staff to take
and publish Committee Meeting Minutes. They shall provide such other support as may
normally be required by the Committee in the conduct of its business.
PASSED, APPROVED, and ADOPTED this 20th day of June 2017.
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I, Emily Colborn, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2017-35 was duly and regularly passed and adopted by the said
City Council at regular meeting thereof held on June 20.
Resolution No. 2017-35
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