CC SR 20170620 S - Formation Civic Center CommitteeRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 06/20/2017
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to establish a Civic Center Advisory
Committee to support the development of a Civic Center Master Plan.
RECOMMENDED COUNCIL ACTION:
(1) Adopt City Council Resolution No. 2017-_, thereby establishing the Civic
Center Advisory Committee; and,
(2) Provide direction to Staff on the duties and scope of work for the City
Council -appointed Civic Center Advisory Committee.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lorna Cloke, Administrative Analyst II
REVIEWED BY: Gabriella Yap, Deputy City Manager.
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS: ✓"'� �"'
A. DRAFT City Council Resolution No. 2017- (page A-1)
EXECUTIVE SUMMARY:
The Parks Master Plan update was completed in 2015. One of the
recommendations that came out of that process was to develop a Master Plan for
the Civic Center (Upper Point Vicente Park). In March 2017, the City Council
approved the establishment of a Civic Center Advisory Committee (Committee).
Staff was directed to form the Committee and call for candidates to serve.
Approval of the attached resolution will form the Committee and define its
mission, duties, number of members, term length, and meeting schedule.
Twenty-three candidates have applied to serve. The City Council began
interviewing in May 2017. Interviews are expected to conclude in early August of
this year.
BACKGROUND AND DISCUSSION:
The potential scope and community importance of the Civic Center Master Plan
merits the formation of a citizen's advisory committee. The guidance, advice,
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and expertise of a cross-section of informed and motivated residents will be of
great value as this process moves forward. Committee members will play a vital
role in the remainder of the public outreach process, financial analysis,
layout/boundary concerns, conceptual design, and other issues.
Chronology:
• 2015: Parks Master Plan Update recommendation of a Civic Center
Master Plan for Upper Point Vicente Park is approved.
• November 15, 2016: The City Council approves a Civic Center Master
Plan survey intended to elicit feedback on potential elements for the
project.
• December 2016 — February 2017: The Civic Center Survey is mailed to
13,595 RPV residents. 17 percent (2,303) are returned with 74% Strongly
Favor or Somewhat Favor redeveloping the site
• March 7, 2017: Preliminary survey results are presented. The City
Council directed Staff to form the Civic Center Advisory Committee and
call for candidates to serve.
• March 13, 2017: 30 -day recruitment period begins, twenty-three
applications were received.
• May 2, 2017: The City Council began interviewing the potential
candidates. Interviews are scheduled to conclude on August 1, 2017.
Committee appointments are tentatively scheduled for August 15, 2017. With
other City advisory bodies, membership is typically limited to 5 to 7 residents.
Due to the community importance of the project and the large number of
applications received, Staff recommends the City Council appoint 7 members to
the Committee.
Proposed Committee Structure:
Mission
Committee members will play a vital role in the public outreach process, financial
analysis, identification of layout/boundary concerns, conceptual design, and other
issues.
n, tiPG
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 the Civic Center Master Plan which are
brought to its attention by residents, the City Council or Staff.
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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 financial analysis, infrastructure
management, traffic safety, and 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.
A more detailed work plan will be created with the input of the Committee and
Staff, and will be presented to the Council for review and approval at a future
meeting.
Membership
It is recommended the City Council appoint 7 members to the committee. The
Chairperson will be appointed by the City Council. The Vice Chairperson may be
appointed by the Committee from its members.
Terms of Office
Typically, the City Council appoints 7 members to an advisory committee with
staggered 4 -year terms. The initial membership of the Committee would have 4
members who serve a 4 -year term and 3 members who serve a 2 -year term.
This approach helps the City preserve Committee continuity.
The Civic Center Advisory Committee is being formed for a specific purpose to
assist in the development of a Civic Center Master Plan. Once this goal is
achieved, the City Council may choose to continue the Committee by revising its
purpose and work plan or disband it all together. It is possible that the
Committee will expire prior to any member serving their full term.
Meetina Schedule
The Committee will meet on a monthly basis, typically the 4th Thursday of the
month, at 7:00 PM in the Community Room at City Hall, with authorization for
Staff to cancel unnecessary monthly meetings after conferring with the
Chairperson.
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative actions are
available for the City Council's consideration:
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1. Appoint some other odd number of members to the Civic Center
Advisory Committee.
2. Change the proposed terms of office for the Civic Center Advisory
Committee to a different length.
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RESOLUTION NO. 2017-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES ESTABLISHING THE CIVIC
CENTER ADVISORY 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 Advisory Committee, Creation of. A Civic Center Advisory
Committee is hereby established.
The Civic Center Advisory Committee shall serve as a citizens' 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 Staff liaison to this Committee. The Deputy
City Manager or their designee shall attend the meetings of the Committee.
Section 3. Terms of Office. The initial membership of the Committee 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:
A-1
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 residents, 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 financial analysis, infrastructure
management, traffic safety, and 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
Council meetings, and in other manners as may be prescribed by the Council. The
DRAFT Resolution No. 2017 -
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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 Staff liaison to the
Committee. S/He shall cause to be prepared such staff reports as may be necessary for
the Committee to conduct its business. S/He shall provide administrative staff to take
and publish Committee Meeting Minutes. S/He shall provide such other support as may
normally be required by the Committee in the conduct of its business.
PASSED, APPROVED, and ADOPTED this th day of June 2017.
Mayor
Attest:
City Clerk
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- was duly and regularly passed and adopted by the said
City Council at regular meeting thereof held on June 6, 2017.
City Clerk
DRAFT Resolution No. 2017 -
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