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HomeMy WebLinkAbout13A - RECEIVE AND FILE BIANNUAL ATTENDANCE REPORTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 21, 2020 TITLE RECEIVE AND FILE BOARDS AND COMMISSIONS BIANNUAL ATTENDANCE REPORT FOR JULY THROUGH DECEMBER 2019 CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on V Reading ❑ Ordinance on 2i1 Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ �K•�►nl►tr».ic•� /s/Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION 1. Receive and file Boards and Commissions Biannual Attendance Report. 2. Provide direction as necessary. DISCUSSION The Boards and Commissions Attendance Report (Exhibit 1) is prepared biannually to inform the City Council regarding member attendance at Board or Commission meetings. This report covers the period of July through December 2019. Youth Commission bylaws (Exhibit 2) provide that a member of the Youth Commission who incurs three (3) unexcused absences within the six-month reporting period shall be deemed vacant. Examination of the attendance report reveals that two Youth Commission members (Alternate member Gregory Guzman and Associate member Brenda Medel) have exceeded the limits for permitted absences. Therefore, the City Council may take action as required. STRATEGIC PLAN Approval of this matter supports the City's efforts to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #1 (establish a comprehensive community engagement initiative to expand access to information and create opportunities for stakeholders to play an active role in discussing public policy and setting priorities). FISCAL IMPACT There is no fiscal impact associated with this action. Exhibits: 1. Biannual Attendance Reports (10) 2. Youth Commission bylaws 13A-1 EXHIBIT 1 Arts and Culture Commission 13A-2 J U Z n 0ON Ur �O �N uw W Z0Lu � a�U FLLI on Lu LL OUa Z I UZO� W� �O a} JJ Q� D� Z " Z Q m c O N E 0 u v a-+ 75 ra a c N t am LU I z z O Ln Ln O V a O cm N y W �0 m in Wan C� 11, u a Z U W J W C N w W CD 0 W C N U Q Z U W J w 0 Oy Z N W w -!4 W co c r x x x x x x O m ED44 W CO in O x x x x x LLJ CD to CA on l7 c Ln Ln x x x x x as N N m J on c 00 0- w x x x x �Y m i a ` d Z v > O > O i0 0 C r U L m i ca 'aa u C w c N O N > W�w u w M w Y w u z In Z W a 13A-3 Community Redevelopment and Housing Commission 13A-4 J_ 5 0 0 V 0 ON ZW I-ILW IL Q�w NWa LL. 0 1 O Z O r N VZ} WJ F• � QV J a z Z MQ W w a z z 0 cn y 0 U Q 0 m 0!w w w in N U Q z U W °a W a W C w N m� X X X X X w X X w M m Q w e N U Q z U wA w 0 O d Zmo N U Q Z U W A W G a1 0! A W m C 0rn Uc 00 2 N X X X w X X X X at W m ■ W � +� IL m U) N X X X X X X X X IAM N U Q Z U W J J W O ¢d g X W X X X X X W X X aNi a7 io J 3 C �w d N X X X X X X X X X W R •d Z m V` C E U) Y C W m v = > ^� y C Q d C ` m d N U O LU a N Q U LL (9 IL 0!U) U) H > > W N Q d N x W II W d U W w U z Q 0 2 d a �a C O C U U E a) C U f0 O a C N E M 0 'NO 0 Qom ti o as 3 a`) N a 'm a> .o N N C 0 3 0 0 NCl a� U CO O E C 41 U O in 3 w E c — N 3 0 o m as o 0 is '` yA w C D 4MEMIN z z W 0 U 13A-5 Environmental and Transportation Advisory Committee 13A-6 W ¢ Z z O Fn N O U O 00 N w w W m ❑ m m W U oho D x x x x w x N N Y w mom W w U O m a Z U N w wo CO O F c ' Um O co x x W x x x x N d rn W w �- •r z W�a U) U N d t% p (7 � aa) x D x x x x x x V1 w R >- 0 J n c i Y d a) x x x x x w w x d W y N L d d y 17 C Z�j c t _ d ` t w '2N" m C N J L w C C N C C U O J y 'O U C C E L 00 C9 Y O cn Z to h W M r `m w Y *� W z aZ aW Z� w� Q O 1 ;5A- Historic Resources Commission 13A-8 �v..l V z 0 0 rV P UQ a 0W F W <W2 <OW 4WD 07 _0W VZI W�- a a' z m z 0 N V LL H cs nx x x x x x x x x W m 0 rn C a) 0 V @a) G x x x x x x x x x R rV x x x x x x w x x LU a z. .a a 0-" LU W W �i °0 -W t1J z w z 5 LU � a g LU T z z _ v: W W .-. I w 13A-9 ®■ M c 0 N R 3 LL LL 13A-10 Santa Ana 2018 Measure X Citizen Oversight Committee 13A-11 Zorn Q k C G 0 W U a W N�o W I ozo F" UZI WF- } Qj Jv Q Z z Q m N w 2 uj m � W C C) Ul LLI mp W e w >00 z d d W � m o 0) L) oa)0, m N X >C X x X X L y W to m � Lm W a r d y 2 � W X X X X X d U Q d d d m �0 J � y d d W c N N Q z .N L N _ -O Q O m c o- m o -"j m o 0)LLI y c o m U o Q U c N w J _o a a� Y F- J W >- W Y W U y z F- a z 0 W z LU aO 13A-12 Personnel Board 13A-13 J_ U z 0 U }O O UN 0D� z�m 0 W U w Q(�0 NWLL 0z� Uuzjl=- } Q� J 7 Q v z z a m LUa w m CO 2 O) W C °f Q r- -i w e U W a) d ♦+ Q Cm C t3) w c 0 zCD d LU M wo Co O O)M X X X W X X U w' O y W m� L� W a Y N W N w 2 1 IFI 0 is °7 Q N m N R >- o 0 X X X W X X X �w d d W N C A N E Y d l0 d d _ Q R «N a z N C W N C N C C oo Lu a m R > W LU W Y W U z Q O z w H ¢ 6 H z LU O U 0 0 m C 13A-14 Planning Commission 13A-15 ca Z V ^ .,. O U N L. 0 �nj� W <RE W ZWW N �® UJ I LL 0Z� I- 0 aWf } Q� j� d Z Q m Z 0 w v Z z Z I cL w z z 0 U O OU mi"'> UUJ LU a+ in w x x x x Lu � 0 Zd� x x x x x w'Q N x x x x x m 00) tS I 0�� x w x x x mco M N x x x x x IL U ) x x x w x d ®N x w x x x w � c �w Q � X X X x X X X0 M� �v w Z F qim Z =x ZN G' 0 5 > Q m w Lwi. m w .A1w zo ® � 0 Z a m VW w 13A-16 I 13A-17 Board of Recreation and Parks 13A-18 U Z �0 V P �} N Z m 40�W w z ZWW Uj 2 LL ®.z� OC f- ®Ozz o Lu Q a.i LL! Z Q in �s. �, zz z zU zU �!~~lIVQQQyyyr�4� "'eet//Vyy'�44� v ammme ��M U U U 'Ul U U Cj U U N 10 g l� 06 o a LL 13A-19 W U z Q 0 z w F- F- Q ui F- z w O U 13A-20 Workforce Development Board 13A-21 Z�w Zaw <wo U. U OZD 0 Owl- �J a� JI a v Z Z fn Q O m z W d 0 w W 0 w 0 Y 3 ui z z O H LA I p 0 m uj W m W Y U a p w p w W m U Q Z u W J w in W N O z LU W Co u� O w W m w °r' U Q Z u W J W p a W N � Y � o 'a ao U Q z u W J W p v G (D p Y u ' C T C N IA Cp z C 01 _ io O u ,0 C Q a c m z 'z4 a w m .0 v p kn U m C LLI on >: p vi O W C w on y `w E R! a ar ni �° t a v y i "c `o w `w r ro u` a Q w m W Y Y: J J a o>> w W W LA LA > 3 W W W Y W z z 0 z w p 13A-22 Youth Commission 13A-23 J 5 z 0 U_ (° Uk O0� R W 4E5 40§ 0. w §�o LU _ LL ozo k2 5Ww «] «� � z z Q � ( 0 u \ @ � « z 0 § ■ 0 § « 0 _ �. --FTui 2� i x x D LU x x x w k #: rx-// x x x x x x 2 rxtx k < \ \ CD CO \\* x w u x w M x x 000 k/ /: 2/#}x x x u x w n w x Lu � #a \�w x x x x x x x \k « /`x \ x x_ w x x x w x . .§pq § ( ) \.§® w d§ <§ �.» LU 12A- 4 ©E E zo lI a a v xo x �yN ¢ Z C7 Z Il l W O a � 3 Li ri 13A-25 EXHIBIT 2 City Of Santa An Youth Commission Bylaws I. Name and Authorization II. Purpose III. Duties IV. Membership and Voting V. Offices VI. Meetings and Procedures VII. Attendance VIII, Amendments Section I- Name and Authorization The name of this commission shall be the "Youth Commission of the City of Santa Ana". The Youth Commission has been established by the Santa Ana Municipal Code (SAMC 2-450 — 2-457), having the powers set forth therein. Section 11- Purpose The purpose of the Youth Commission is to advise the Santa Ana City Council on legislative policies, needs, assessments, priorities, and programs concerning the Youth of the City of Santa Ana. Section III- Duties A. Identify the concerns and needs of the children and youth of the City of Santa Ana. Examine educational, social, economic, and recreational programs for the youth in the city of Santa Ana. Develop and propose plans that support or improve youth programs. B. Encourage and prepare the youth of Santa Ana to become civically responsible and be active citizens by educating them on their local government. C. Make recommendations and provide assistance to those community agencies engaged in fostering mutual understanding and respect for youth. D. Provide the youth of the city with both the opportunity to make recommendations relative to policies that affect their lives, as well as a forum in which to exchange ideas and information while interacting within the environment of the municipal government; 13A-26 C. The term for each member shall be four (4) years and until their respective successors are appointed and qualified, but in no event shall any person be eligible for reappointment who has served three (3) consecutive terms of four (4) years each or until they turn 20(4„Pe6dtng,Muntcipal,Code Amendment; years of age. D. A member who wishes to resign from the Youth Commission is required to submit a resignation letter to his/her appointing council member or supervisor. Section V- Offices 1. No member shall hold more than one office at a time. 2. The commission shall elect from its members a chairperson and vice chairperson, each of whom shall serve in such position for the term of one (1) year. No member shall serve in the position of chairperson for more than one (1) term. 3. Only regular members may serve as Chairperson or Vice -chairperson. Alternate and Associate members are eligible to hold other offices on Ad Hoc Committees. 4. Regular members shall have priority when being nominated to hold office, A. Chairperson • Preside at all youth commission meetings • Call special meetings of the Commission when necessary • Bring Youth Commission Meetings to order • Keep the City Council informed of Youth Commission actions • Assist new Commission member orientation • Provide leadership in setting the Commission's goals and objectives • Be responsible for presenting an annual report to the City Council B. Vice -Chairperson • Perform the duties and exercise the power of the Chairperson during the absence of the Chairperson • Provide an update to members who missed a meeting • Keep track of meeting attendance and inform the commission when members fail to attend 3 or more meetings without justification 3 13A-27 Matter must receive a second before discussion occurs. C. Agenda and Comments 1. Staff shall set the agenda for the Commission 2. Any Youth Commission member can propose agenda items for the upcoming Youth Commission meeting by making a request during Commissioner Comments. 3. The Youth Commission shall hold meetings open to the public in full compliance with state and local laws. Public comments and participation are encouraged by the Youth Commission. 4. Each person wishing to speak on an item at the Youth Commission shall have to fill out a speaker request form in order to do so. Section VII-Attendance A. Automatic Resignation of Members 1. Members are reminded not to abuse the attendance policy. Unexcused absences or lateness may result in automatic resignation from the Youth Commission as described below: B. Attendance 1. Refer to SAMC 2-450 2. Any Youth Commission member who has 3 unexcused absences within a six-month period shall be deemed to have resigned from the Youth Commission. 3. The Youth Commission shall not authorize any absences in excess of three (3) regularly scheduled meetings during the fiscal year. 4. To authorize an absence prior to a scheduled Youth Commission meeting, the member seeking authorization must send an email to the Youth Commission staff at least twenty-four (24) hours in advance. The voting members of the Youth Commission will vote on the authorization of the absence. 5. An extended leave of absence must be approved by the voting members of the Youth Commission. Only two (2) extended leaves of absence are permitted per s 13A-28 Youth Commission term, except for in emergencies approved by the full Youth Commission. Such request must be submitted in writing or email. The extended leave may only be for 2 months. Section Vill-Amendments A. The Youth Commission can create, repeal, amend, or reword its bylaws with a majority vote of the voting Youth Commission members. Changes made to the bylaws must be placed on the agenda and noticed at least ten (10) days prior. B. A record of all changes of any kind of the bylaws must be documented. The exact change must be recorded and have the Chairperson and Vice -Chairperson's signatures, the date, and amendments reflected. The undersigned appointed regular and alternate members of the Santa Ana Youth Commission approve these Bylaws to be used by the Youth Commission and all future Youth Commissions from the City of Santa Ana, The Youth Commission approves these bylaws with their signatures. Adopted this 16`h day of October 2015 by the undersigned City Of Santa Ana Youth Commission Members: Regular Members: Associate Members: dim Anais Behavides — Ward 4 T Alternate Members: Ro Rodriguez— Mayoral ._ _L° 4�.�.._ cad- �,,��.�✓ ` —. Marlene Vasquez — and dl ennifer Barron —Ward 2 c'J Marlen Bultron — Ward 3 13A-29