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Home My WebLink About65A - RPT - REVIEW COUNCIL CMTS, CALENDAR AND BYLAWSADOPT BYLAWS APPROVE BYLAWS COUNCIL COMMITTEE BYLAWS REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 16, 2014 TITLE: REVIEW COUNCIL COMMITTEES & APPOINTEES; RECEIVE AND FILE BYLAWS, AND APPROVE 2015 CALENDAR OF MEETING DATES {STRATEGIC PLAN NO. 5, 1) IT MANAG RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: :--1;• ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER 1. Review list of established Council Committees and recommend changes as needed. 2. Review list of appointees to Council Committees and recommend changes as needed. 3. Receive and file bylaws for the Development and Transportation Committee; Public Safety and Neighborhood Improvement; Parks, Recreation, Education & Youth (PREY) and Joint Santa Ana Unified School District; and Finance, Economic Development and Technology Council Committees. 4. Approve the 2015 calendar of Council Committee Meeting dates. DISCUSSION On January 22, 2013 the City Council approved Resolution No. 2013 -002 to restructure the Council Committees and establish five standing committees. Currently we have the following committees, appointees, and standing meeting schedule: W"M ,r 'Y X 1 b M TE Y F 3 . s ` IIF Ii s 17 IiII ET11 CHE[ ULE a,'„ $ • Benavides Quarterly Development and Transportation - Jan., April, July, Oct. . Committee *Martinez •Sarmiento* 1St Thursday, 5:00 p.m. • Amezcua* Bi-Annual Meeting Code of Ethics and Conduct . Tinajero Spring and Fall, Thursday, 5:30 p.m. 65A -1 Review City Council Committees December 16, 2014 Page 2 NCO wt 11pM�T�TE�r k �: MEA)IBRS' tVIEETING3S�CHbIrLE e � Parks, Recreation, Education & Quarterly Youth (PREY) . Amezcua Annez Jan., April, July, Oct. & Joint Santa Ana Unified School • Reyn District Council Committee ** . ro* m 4 Monday, 5:30 p.m. Public Safety/ • Martinez Every other Month Neighborhood Improvement / Code • Benavides* Jan., Mar., May, July, Sept., Nov. Enforcement (NICE) • Reyna 4th Tuesday, 5:30 p.m. • Sarmiento Every other Month Finance, Economic Development Jan., Mar., May, July, Sept., Nov. and Technology . Benavides . Martinez* na 2 Monday, 5:30 p.m. Quarterly Legislative Committee • Sarmiento* Mar., June, Sept., Dec. • Martinez 4'h Wednesday, 12 noon Note; "Chairperson * *Joint SAUSD Council Committee to meet twice a year in April & October The City Council recommended periodic review by the City Manager and the City Council to ensure that the diverse issues and challenges facing the City are adequately addressed. In the past, the Council established single purpose citizen committees, such as the Charter Review Committee, to address topical issues. The review of social service programs for Community Development Block Grant funds is also an example of a task that could be performed by a citizen committee appointed on an annual basis. Council has the discretion of revising the standing committees and /or recommending changes to appointees. Also, at the Special City Council Meeting held April 8, 2013 the City Council requested that bylaws be prepared for all committees, and that on a regular basis the City Manager and City Council review the list of standing committees. Attached are copies of the bylaws for each Committee with the exception of the Code of Ethics and Conduct and the Legislative that are pending Committee review and approval. Lastly, the 2015 Calendar of meeting dates is attached for your review and approval. The calendar, once approved, will be posted on the City's website to better inform the public of upcoming meetings. City Council Committee Meetings are held at City Hall, Room 1600, 20 Civic Center Plaza, Santa Ana, STRATEGIC PLAN ALIGNMENT Approval of this item 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). 65A -2 Review City Council Committees December 16, 2014 Page 3 FISCAL IMPACT There is no fiscal impact associated with this action. Maria D. Huizar, Clerk of the Council Attachments: 1. Bylaws 2. 2015 Calendar of Meeting Dates 65A -3 65A -4 EXHIBIT 1 BYLAWS 65A -5 THE SANTA ANA CITY COUNCIL COMMITTEE ON DEVELOPMENT & TRANSPORTATION BY — LAWS ARTICLE I — NAME The Committee shall be known as the Santa Ana City Council Committee on Development and Transportation. ARTICLE II - PURPOSE The Committee shall consider policy matters related to development and transportation issues, brought or referred by a Committee member, the City Manager, or a City Department head. ARTICLE III — POWERS AND DUTIES The Committee shall receive input from staff, citizens, business people and other groups and interests in the City in regards to policies or projects that affect development and/or transportation issues in the City of Santa Ana. The Committee shall provide input and recommendations regarding the implementation of policies related to development and transportation. The Committee will not provide direction in matters requiring discretionary approval of City staff. Items requiring City Council direction shall be referred to the full City Council. ARTICLE IV —COMPOSITION OF THE COMMITTEE SECTION A — Members The Committee shall be composed of three sitting members of the Santa Ana City Council. SECTION B - Officers The officers shall be a Chair and a Vice - Chair. The Chair shall preside at all meetings of the Committee. The Chair shall report, at the next regular City Council meeting regarding items reviewed by the Committee. SECTION C — Tenn The officers shall be elected by a majority of the members during the January meeting of the Committee and shall take office immediately. Nominations shall be made from the floor. SECTION D — Secretary A Secretary shall be appointed from staff.. The secretary shall keep a true and accurate record of all meetings of the Committee, shall issue notice of all regular and 65A -6 special meetings, and shall perform such duties as are generally associated with that office. ARTICLE V — MEETINGS SECTION A — Regular Meeting The regular meeting shall be held at least quarterly, the date and hour to be set by staff. The meeting place shall be City Hall Ross Annex, Room 1600, 20 Civic Center Plaza, Santa Ana. In the event said meeting place is not available, an alternate site will be selected by staff. SECTION B — Special Meeting Special meetings may be called at the discretion of the Chair, or at the request of two (2) members, for the transaction of business as stated in the call for the meeting. SECTION C - Quorum A quorum for the transaction of business at any meeting shall consist of a majority of the currently appointed committee members. SECTION D — Attendance Excused absences shall be defined as any absence received by the Chair or Secretary two hours before commencement of the meeting. In as much as it is the desire of the Committee to have a full commitment from each member, the Committee shall review, on a case by case basis, instances of two consecutive absences , excused or unexcused, during a calendar year. SECTION E — Closed Session Closed session meetings may be called by the Committee on Development and Transportation only, and no other City Council Committees, at the discretion of the Chair, or at the request of two (2) members, for the purpose of real property negotiations only, and for no other reasons. ARTICLE VI — PARLIMENTARY AUTHORITY The current edition of Robert's Rule of Order shall be the authority on all questions of parliamentary law, unless in conflict with these bylaws, the Santa Ana Municipal Code, or the laws of the State of California. ARTICLE V — ADOPTION AND AMENDMENT OF BYLAWS These Bylaws shall recommended by the Committee for City Council approval. RECOMMENDED BY THE COMMITTEE: 65A -7 THE SANTA ANA CITY COUNCIL COMMITTEE ON PARKS, RECREATION, EDUCATION AND YOUTH BY — LAWS ARTICLE I — NAME The Committee shall be known as the Santa Ana City Council Committee on Parks, Recreation, Education and Youth ( "PREY "). ARTICLE II - PURPOSE The Committee shall consider policy matters related to parks, recreation, and education along with issues concerning youth, brought or referred by a Committee member, the City Manager, or a City Department head. ARTICLE III — POWERS AND DUTIES The Committee shall receive input from staff, citizens, and other groups and interests in the City in regards to policies or projects that affect parks, recreation, education and youth related issues in the City of Santa Ana, The Committee shall provide input and recommendations regarding the implementation of policies related to parks, recreation, education and youth. The Committee will not provide direction in matters requiring discretionary approval of City staff. Items requiring City Council direction shall be referred to the full City Council. ARTICLE IV —COMPOSITION OF THE COMMITTEE SECTION A - Members The Committee shall be composed of three sitting members of the Santa Ana City Council. SECTION B - Officers The officers shall be a Chair and a Vice - Chair. The Chair shall preside at all meetings of the Committee. The Chair shall report at the next regular City Council meeting regarding items reviewed by the Committee. SECTION C- Term The officers shall be elected by a majority of the members during the January meeting of the Committee and shall take office immediately. Nominations shall be made from the floor. SECTION D - Secretary A Secretary shall be appointed from staff. The secretary shall keep a true and accurate record of all meetings of the Committee, shall issue notice of all regular and 65A -8 special meetings, and shall perform such duties as are generally associated with that office. ARTICLE V — MEETINGS SECTION A - Regular Meeting The regular meeting shall be held at least quarterly, the date and hour to be set by staff. The meeting place shall be City Hall, 2nd Floor Conference Room, 20 Civic Center Plaza, Santa Ana. In the event said meeting place is not available, an alternate site will be selected by staff. SECTION B - Special Meeting Special meetings may be called at the discretion of the Chair, or at the request of two (2) members, for the transaction of business as stated in the call for the meeting. SECTION C - Quoru m A quorum for the transaction of business at any meeting shall consist of a majority of the currently appointed committee members. SECTION D - Attendance Excused absences shall be defined as any absence received by the Chair or Secretary two hours before commencement of the meeting. hi as much as it is the desire of the Committee to have a full commitment from each member, the Committee shall review, on a case by case basis, instances of two (2) consecutive absences , excused or unexcused, during a calendar year. ARTICLE VI — PARLIMENTARY AUTHORITY The current edition of Robert's Rules of Order shall be the authority on all questions of parliamentary law, unless in conflict with these bylaws, the Santa Ana Municipal Code, or the laws of the State of California. ARTICLE V — ADOPTION AND AMENDMENT OF BYLAWS These Bylaws shall recommended by the Committee for City Council approval. RECOMMENDED BY THE COMMITTEE: 2 65A -9 THE SANTA ANA CITY COUNCIL COMMITTEE ON PUBLIC SAFETY AND NEIGHBORHOOD IMPROVEMENT BY —LAWS ARTICLE I — NAME The Committee shall be known as the Santa Ana City Council Committee on Public Safety and Neighborhood Improvement. ARTICLE II - PURPOSE The Committee shall consider policy matters related to public safety and neighborhood improvement issues, brought or referred by a Committee member, the City Manager, or a City Department head. ARTICLE III — POWERS AND DUTIES The Committee shall receive input from staff, citizens, business people and other groups and interests in the City in regards to policies or projects that affect public safety and neighborhood improvement issues in the City of Santa Ana. The Committee shall provide input and recommendations regarding the implementation of policies related to public safety and neighborhood improvement. The Committee will not provide direction in matters requiring discretionary approval of City staff. Items requiring City Council direction shall be referred to the fall City Council, ARTICLE IV — COMPOSITION OF THE COMMITTEE SECTION A — Members The Committee shall be composed of three sitting members of the Santa Ana City Council. SECTION B - Officers The officers shall be a Chair and a Vice - Chair. The Chair shall preside at all meetings of the Committee. The Chair shall report, at the next regular City Council meeting regarding items reviewed by the Committee. SECTION C — Term The officers shall be elected by a majority of the members during the January meeting of the Committee and shall take office immediately. Nominations shall be made from the floor. SECTION D — Secretary A Secretary shall be appointed from staff. The secretary shall keep a true and accurate record of all meetings of the Committee, shall issue notice of all regular and 65A -10 special meetings, and shall perform such duties as are generally associated with that office. ARTICLE V — MEETINGS SECTION A — Regular Meeting The regular meeting shall be held at least quarterly, the date and hour to be set by staff. The meeting place shall be Police Community Room, Santa Ana Police Department, 60 Civic Center Plaza, Santa Ana. In the event said meeting place is not available, an alternate site will be selected by staff. SECTION B — Special Meeting Special meetings may be called at the discretion of the Chair, or at the request of two (2) members, for the transaction of business as stated in the call for the meeting. SECTION C - Quorum A quorum for the transaction of business at any meeting shall consist of a majority of the currently appointed committee members. SECTION D — Attendance Excused absences shall be defined as any absence received by the Chair or Secretary two hours before commencement of the meeting. In as much as it is the desire of the Committee to have a full commitment from each member, the Committee shall review, on a case by case basis, instances of two consecutive absences , excused or unexcused, during a calendar year. ARTICLE VI — PARLIMENTARY AUTHORITY The current edition of Robert's Rule of Order shall be the authority on all questions of parliamentary law, unless in conflict with these bylaws, the Santa Ana Municipal Code, or the laws of the State of California. ARTICLE V — ADOPTION AND AMENDMENT OF BYLAWS These Bylaws shall recommended by the Committee for City Council approval. RECOMMENDED BY THE COMMITTEE: August 27, 2013 65A -11 THE SANTA ANA CITY COUNCIL COMMITTEE ON FINANCE, ECONOMIC DEVELOPMENT & TECHNOLOGY BY-LAWS ARTICLE I — NAME The Committee shall be known as the Santa Ana City Council Committee on Finance, Economic Development, and Technology. ARTICLE II - PURPOSE The Committee shall be a vehicle for informational presentations as well as policy matter consideration related to finance, economic development, and technology issues, brought or referred by the City Manager, or a City Department head. ARTICLE III — POWERS AND DUTIES The Committee shall receive input from staff, citizens, business people and other groups and interests in the City in regards to policies that affect finance, economic development, and technology issues in the City of Santa Ana. The committee may provide comment and recommendations regarding information presented. The Committee may provide input and recommendations regarding the implementation of policies related to finance, economic development, and technology. The Committee will not provide direction in matters requiring discretionary approval of City staff. Items requiring City Council direction shall be referred to the full City Council. ARTICLE IV — COMPOSITION OF THE COMMITTEE SECTION A — Members The Committee shall be composed of three sitting members of the Santa Ana City Council. SECTION B - Officers The officers shall be a Chair and a Vice - Chair. The Chair shall preside at all meetings of the Committee. The Chair shall report, at the next regular City Council meeting regarding items reviewed by the Committee. SECTION C — Term The officers shall be elected by a majority of the members during the January meeting of the Committee and shall take office immediately. Nominations shall be made from the floor. 65A -12 SECTION D — Secretary A Secretary shall be appointed from staff. The secretary shall keep a true and accurate record of all meetings of the Committee, shall issue notice of all regular and special meetings, and shall perform such duties as are generally associated with that office. ARTICLE V — MEETINGS SECTION A — Regular Meeting The regular meeting shall be held bi- monthly, the date and hour to be set by staff. The meeting place shall be City Hall Ross Annex, 20 Civic Center Plaza, Room 1600, Santa Ana. In the event said meeting place is not available, an alternate site will be selected by staff. SECTION B — Special Meeting Special meetings may be called at the discretion of the Chair, at the request of two (2) members, or at the request of the City Manager for the transaction of business as stated in the call for the meeting. SECTION C - Quorum A quorum for the transaction of business at any meeting shall consist of a majority of the currently appointed committee members. SECTION D — Attendance Excused absences shall be defined as any absence received by the Chair or Secretary two hours before commencement of the meeting. In as much as it is the desire of the Committee to have a full commitment from each member, the Committee shall review, on a case by case basis, instances of two consecutive absences , excused or unexcused, during a calendar year. ARTICLE VI — PARLIMENTARY AUTHORITY The current edition of Robert's Rule of Order shall be the authority on all questions of parliamentary law, unless in conflict with these bylaws, the Santa Ana Municipal Code, or the laws of the State of California. ARTICLE V — ADOPTION AND AMENDMENT OF BYLAWS These Bylaws shall be recommended by the Committee for City Council approval. RECOMMENDED BY THE COMMITTEE: .2014 2 65A -13 65A -14 EXHIBIT 2 2015 CALENDAR OF COMMITTEE MEETINGS 65A -15 Santa Ana Council Committee Meetings Schedule 2015 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 _ 28 29 30 JULY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 ® 14 15 16 17 18 19 20 21 22 23 24 25 26 = 28 29 30 31 JANUARY arnT Public Safety Committee (MM, DB, RR) Meets Every other Mo. 5 M T W T F S S F 1 2 3 2 3 4 5 6 4 5 6 7 8 9 10 II 13 14 15 16 17 19 19 20 21 22 23 24 25 ® 27 28 29 30 31 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 _ 28 29 30 JULY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 ® 14 15 16 17 18 19 20 21 22 23 24 25 26 = 28 29 30 31 HOLIDAY - CITY HALL CLOSED - CITY HALL CLOSED -9/80 WORK SCHEDULE FEBRUARY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 146 17 18 19 20 21 22 23 24 25 26 27 28 MAY S M T W T F S 1 2 3 4 5 6 7 8 9 10 = 12 13 14 15 16 17 18 19 20 ® 22 23 24 25 26 27 28 29 30 31 HUVWI S M T W T F 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 = 19 20 21 22 23 24 25 26 27 28 j 29 30 31 arnT Public Safety Committee (MM, DB, RR) Meets Every other Mo. S M TvyW 5 T F S F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 27 28 29_ _30 31 HOLIDAY - CITY HALL CLOSED - CITY HALL CLOSED -9/80 WORK SCHEDULE FEBRUARY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 146 17 18 19 20 21 22 23 24 25 26 27 28 MAY S M T W T F S 1 2 3 4 5 6 7 8 9 10 = 12 13 14 15 16 17 18 19 20 ® 22 23 24 25 26 27 28 29 30 31 HUVWI S M T W T F 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 = 19 20 21 22 23 24 25 26 27 28 j 29 30 31 MARCH S M T W T P S 1 2 3 4 5 6 7 8 _ 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 _ 26 27 28 29 30 31 S M T W T F S 1 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 18 19 20 21 22 23 = 25 26 27 xnelnaele S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 ® 15 16 17 18 19 20 21 X221';- 24 25 26 27 28 29 30 arnT Public Safety Committee (MM, DB, RR) Meets Every other Mo. S 5 M TrwrW • Meetings listed on calendar are REGULAR meetings. Special Meetings may be F S 1 2 3 4 5 6 7 8 = 10 11 12 13 14 15 16 17 18 ® 20 21 22 23 '24 25 26 27 28 29 30 MARCH S M T W T P S 1 2 3 4 5 6 7 8 _ 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 _ 26 27 28 29 30 31 S M T W T F S 1 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 18 19 20 21 22 23 = 25 26 27 xnelnaele S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 ® 15 16 17 18 19 20 21 X221';- 24 25 26 27 28 29 30 Council Committees - Standing Meel ..'amoert Public Safety Committee (MM, DB, RR) Meets Every other Mo. S M T W T F 5 • Meetings listed on calendar are REGULAR meetings. Special Meetings may be scheduled 24houm In advance (as permitted by the Brown Act). 1 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 18 19 20 21 22 _ 24 25 26 27 28 29 30 31 Council Committees - Standing Meel J Dev. & Transp. Council Committee (DB, MM, VS) Meets Quarterly Public Safety Committee (MM, DB, RR) Meets Every other Mo. _ PREY (AA. RR, ST) Meets Quarterly _ Finance, Econ. Dev., & Tech Committee (VS, D8. MMI Meets Every othe _ Legislative Committee (MM, VS) Meets Quarterly _Code of Conduct (AA. ST) Meets Semi - Annually • Meetings listed on calendar are REGULAR meetings. Special Meetings may be scheduled 24houm In advance (as permitted by the Brown Act). For a copy of Agenda and meeting location, please refer to City's website at: http:// www. santa-ano.org /city_meetings.asp 65A -16