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RPVCCA_CC_SR_2015_03_17_03_Expanding_EPC_MembershipCITYOF MEMORANDUM i�RANCHO PALOS VERDES TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CAROLYNN PETRO, DEPUTY CITY MANAGE DATE: MARCH 17, 2015 SUBJECT: EXPANDING THE EMERGENCY PREPAREDNESS COMMITTEE MEMBERSHIP REVIEWED: DOUG WILLMORE, CITY MANAGER�� Staff Coordinator: Tracy Bonano, Senior Administrative Analyst d" RECOMMENDATION Adopt Resolution No. 2015-_; Approving expanding the membership of the Emergency Preparedness Committee (EPC) from five to seven members. BACKGROUND On January 6, 2015, City Councilmembers conducted interviews of four candidates to fill three vacant positions on the City's Emergency Preparedness Committee (EPC). Following the interview process, and prior to the meeting being adjourned, Council requested that Staff bring back a report to consider expanding the EPC membership from five to six or more members. DISCUSSION The Organizational Assessment prepared by Management Partners in February 2008 recommended that the City review the purpose, costs (staff time and other costs) and outcomes of each advisory board. The report further recommended that the Council require annual work programs to guide the work of the commissions and committees. On July 15, 2008, the City Council adopted Resolution No. 2008-61 (Resolution), which formalized the EPC's Mission Statement, scope of responsibility, size of membership, frequency of meetings and annual work plan achieving a more focused purpose and efficient structure. Based on staff's recommendation, adoption of the Resolution also reduced the number of EPC members from seven to five. 3-1 Expanding EPC Membership March 17, 2015 Page 2of3 The existing five member Emergency Preparedness Committee has functioned very well with five members over the last six years. However, there are several reasons that support expansion of the EPC, some of which include: 1. More qualified members of the community will be given a chance to participate. 2. Having more EPC members from different disciplines on the panel will provide different perspectives on issues and produce more ideas. 3. Increasing membership will likely decrease the workload of the individual EPC members, in terms of making community presentations and staffing information booths at public events. On the other hand, a small increase in the membership of any committee adds a minor incremental cost in terms of time and materials needed to produce agendas, attend staff meetings and respond to additional work assignments produced by the advisory board. Considering a reasonable span of control, the voting distribution of EPC members (i.e. an odd number of members being preferred for quorum and voting purposes), and the number of Staff hours available to support the EPC, Staff recommends that Council approve an increase in the EPC membership to Staff member ratio from 5:1 to 7:1. More than a 40% increase in number of EPC members runs the risk of the ratio being out of balance and the EPC Annual Work Plan not being addressed in a timely and appropriate manner. CONCLUSION In conclusion, while the current five EPC members to one Staff member (5:1) has been a successful ratio since 2008, Council has expressed interest in increasing the membership of the Committee. Given this direction, for ease of operation and to preserve an appropriate Committee member to staff ratio, Staff recommends increasing the membership to seven. This size would allow Staff to continue to support the EPC at an appropriate level, while also supporting the desires of the Council for more resident participation. ALTERNATIVE(S) Some alternatives available to City Council include: 1. Request Staff to further investigate expanding the EPC membership beyond seven members, including associated staffing and workload issues. 2. Expand the EPC membership from five to six members. 3. Retain status quo. 3-2 Expanding EPC Membership March 17, 2015 Page 3 of 3 FISCAL IMPACT There is no fiscal impact to consider at this time. Attachment: Resolution No. 2015- ; A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES EXPANDING THE EMERGENCY PREPAREDNESS COMMITTEE'S SIZE OF MEMBERSHIP AND RESCINDING RESOLUTION NO. 2008- 61. 3-3 RESOLUTION NO. 2015 -XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES EXPANDING THE EMERGENCY PREPAREDNESS COMMITTEE'S SIZE OF MEMBERSHIP AND RESCINDING RESOLUTION NO. 2008-61. WHEREAS, on February 19, 2008, the City Council received the 2008 Organization -Wide Assessment Report from Management Partners, which prompted the City Council to request Staff and the Emergency Preparedness Committee review the Committee's Mission Statement, work plan, size of membership and frequency of meetings for possible adjustments to achieve a more focused purpose and efficient structure; and, WHEREAS, on June 30, 2008, the Emergency Preparedness Committee held a meeting and took action to forward its recommendations to the City Council; and, WHEREAS, on July 1, 2008, the City Council received a presentation from Staff regarding the Committee's Mission Statement and Scope of Responsibility, work plan, size of membership and frequency of meetings; and, WHEREAS, on January 6, 2015, City Council directed Staff to agendize the consideration of expanding the membership of the EPC as a regular business item for discussion; and, WHEREAS, on March 17, 2015, the City Council received a presentation from Staff regarding expanding the Committee's size of membership. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: Section 1. Mission Statement: The mission of the Emergency Preparedness Committee shall be to advise and make recommendations to the City Council on matters pertaining to emergency preparedness to help ensure that the City of Rancho Palos Verdes develops and maintains a high state of readiness to respond to a wide variety of emergencies and disasters. Section 2. Scope of Responsibility: The Scope of Responsibility of the Emergency Preparedness Committee shall be to: a) Advise the City Council on ways to improve communication, the coordination of resources, and the participation in mutual training exercises with other agencies and organizations involved with emergency preparedness and response. Examples of such entities include but are not limited to the cities of Rolling Hills, Rolling Hills Estates, and Palos Verdes Estates, the Los Angeles County Sheriff's Department, the Los Angeles County Fire Department, the Palos Verdes Peninsula Unified School District, the American Red Cross, the Salvation Army, the Community Emergency Response Team (CERT), the Disaster Communication Service (DCS), the Peninsula Volunteer Alert Network (PVAN), Neighborhood Watch and the RPV Council of Homeowner Associations. 3-4 b) Review and make recommendations to the City Council regarding the City's Emergency Disaster Preparedness Plan to address existing, new and emerging threats. c) Advise the City Council on ways to develop and improve programs to communicate with and educate residents about the importance of preparedness in case of disasters and emergencies. d) Advise the City Council regarding the City's emergency support supplies, facilities, technology and utility companies (e.g. water, electric, etc.). e) Encourage Committee members, who have not already done so, to become trained and registered as Disaster Service Workers, and/or receive other disaster - related training and certifications. f) Encourage residents to participate in CERT, DCS, PVAN, Neighborhood Watch, or other local volunteer disaster response organizations, regardless of age or physical condition. Section 3. Membership: The Emergency Preparedness Committee shall consist of seven (7) members. Section 4. Frequency of Meetings: The Emergency Preparedness Committee shall meet on a monthly basis with authorization to Staff to cancel unnecessary monthly meetings after conferring with the Chair. Section 5. Annual Work Plan: The Emergency Preparedness Committee and Staff liaison shall prepare an annual work plan to be presented to the City Council for approval. Section 6: Resolution No. 2008-61 is hereby rescinded and replaced by this Resolution. PASSED, ADOPTED and APPROVED this 17th day of March 2015. Attest: City Clerk STATE OF CALIFORNIA COUNTY OF LOS ANGELES CITY OF RANCHO PALOS VERDES ) ss /s/ Mayor Resolution No. 2008-61 Page 2 of 3 3-5 I, Carla Morreale, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2015 -XX was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on March 17, 2015. City Clerk Resolution No. 2008-61 Page 3 of 3 3-6