John Harpootlian Thursday, June 09, :38 AM Deborah Padovan Fw: Joint Los Altos/Los Altos Hills Senior Commission

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1 AGENDA ITEM #8.C Deborah Padovan From: Sent: To: Subject: John Harpootlian Thursday, June 09, :38 AM Deborah Padovan Fw: Joint Los Altos/Los Altos Hills Senior Commission From: Jeannie Bruins Sent: Thursday, June 09, :02 AM To: John.Haroootlian Cc: Chris Jordan ; Carl Cahill ; Jon Maginot Subject: Joint Los Altos/Los Altos Hills Senior Commission Mayor Harpootlian, As you know, the City of Los Altos suspended the Senior Commission as it went through a reassessment on how best to structure an advisory body to meet the needs of the senior community. On May 10, 2016, the Los Altos City Council adopted a revised Senior Commission Charter and moved from four-year terms to two-year terms for Senior Commissioners. On Tuesday, June 14th Council will be codifying the changes in the Los Altos Municipal Code as well as appointing members to the newly formulated commission. Since the Senior Commission is a joint commission 1 1 want to make you aware of the actions we are taking and give you the opportunity to have a discussion with your colleagues to determine if your Council needs or desires to take any action prior to relaunching the commission. ****Changes being made through our Municipal Code are summarized as follows: Membership - allow for persons younger than 55 with special skills to serve Seven members, age fifty-five (55) or older. Exceptions may be made for individuals with special skills which may benefit seniors Five members of the senior commission shall be appointed by the Los Altos City Council and two members of the senior commission shall be appointed by the Town of Los Altos Hills Town Council. Terms and appointments - change term from four-year to two-year Senior commissioners shall serve two-year terms with incumbents eligible to serve a total of four, two-year terms, in addition to an unexpired term. Terms shall be staggered and expire on the last day of March. Powers and duties of the senior commission - modified to better align with expectations The joint Los Altos/Los Altos Hills senior commission shall act in an advisory capacity to the council in all matters relating to senior interests and concerns, shall make recommendations aimed at improving the life of seniors, and shall submit an annual report to the council. ****Resuming Senior Commission meetings 1

2 In addition to introducing ordinance changes at our June 14th meeting, Council will be appointing five members to the reconstituted seven member senior commission. In order to stagger the new two-year terms, two Los Altos members will be seated for an initial one-year term and three for two-year terms. With these appointments in place and assuming no changes to the two Los Altos Hills members, staff will be scheduling a commission kick-off meeting in the coming weeks. Please let me know if you have any questions. Respectfully, Jeannie Bruins Mayor, City of Los Altos 2

3 CONSENT CALENDAR Agenda Item # 3 Meeting Date: June 14, 2016 AGENDA REPORT SUMMARY Subject: Prepared by: Approved by: Introduce and waive further reading of Ordinance No amending Chapter 2.08 of the Los Altos Municipal Code pertaining to City Commissions Jon Maginot, City Clerk/ Assistant to the City Manager Chris Jordan, Interim City Manager Attachment: 1. Ordinance No Initiated by: City Council and Staff Fiscal Impact: None Environmental Review: Not applicable Policy Questions for Council Consideration: Does the Council wish to codify changes to Commission terms and the Senior Commission Charter? Does the Council wish to codify the role of staff liaison? Summary: Introduction of an ordinance amending the Municipal Code Chapter related to City Commissions Staff Recommendation: Move to introduce and waive further reading of Ordinance No amending Chapter 2.08 of the Los Altos Municipal Code pertaining to City Commissions

4 Subject: Introduce and waive further reading of Ordinance No amending Chapter 2.08 of the Los Altos Municipal Code pertaining to City Commissions Purpose Introduce an ordinance reflecting recent changes adopted by Council to City Commissions Background Chapter 2.08 of the Los Altos Municipal Code establishes the City's 11 Commissions as well as provides regulations on membership, terms and appointments. On February 23, 2016, the City Council approved adjusting the expiration of Commission terms to either March or September of each year. On May 10, 2016, the Council adopted a revised Senior Commission Charter and moved from four-year terms to two-year terms for Senior Commissioners. Discussion/ Analysis Ordinance No amends Chapter 2.08 to reflect those changes made by the City Council in recent months. The ordinance also adds a new section to Chapter 2.08 describing the function of the staff liaison to each Commission. Options 1) Introduce and waive further reading of Ordinance No Advantages: Disadvantages: This action codifies those changes to Commissions in general and the Senior Commission made by Council None identified 2) Do not introduce the proposed ordinance Advantages: Disadvantages: None identified Those changes to Commission terms and the Senior Commission would be overturned Recommendation The staff recommends Option 1. June 14, 2016 Page 2

5 ORDINANCE NO AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS AMENDING CHAPTER 2.08 OF THE LOS ALTOS MUNICIPAL CODE PERTAINING TO CITY COMMISSIONS GENERALLY WHEREAS, the City of Los Altos Municipal Code Chapter 2.08 establishes regulations regarding membership, appointment to, and terms for service on City Commissions; and WHEREAS, the City Council voted on February 23, 2016 to make adjustments to Commission term expiration dates and on May 10, 2016, the City Council voted to adopt a new Senior Commission Charter and to reduce the length of Senior Commission terms to two years; and WHEREAS, other revisions to Chapter 2.08 are necessary to update the Municipal Code to reflect actions taken be Council; and WHEREAS, this Ordinance is exempt from environmental review pursuant to Section 1S061(b)(3) of the State Guidelines implementing the California Environmental Quality Act of 1970, as amended. NOW THEREFORE, the City Council of the City of Los Altos does hereby ordain as follows: SECTION 1. AMENDMENT OF CODE: Chapter 2.08 is hereby amended to revise Section (1) to read as follows: "I. Senior Commission: Seven members, age fifty-five (SS) or older. Exceptions may be made for individuals with special skills which may benefit seniors;" SECTION 2. AMENDMENT OF CODE: Chapter 2.08 is hereby amended to revise Section to read as follows: " Terms, appointments, and vacancies. A. Commissioners, with the exception of senior and youth commissioners, shall serve for a term of four years and may be reappointed to one additional four-year term. Terms shall be staggered and expire on the last day of Fcbrnary March or September. A commissioner shall be appointed by a majority vote of the Council and may be removed prior to the expiration of his or her term by a majority vote of the Council, and such removal may be with or without cause. B. Senior commissioners shall serve two-year terms with incumbents eligible to serve a total of four. two-year terms, in addition to an unexpired term. Terms shall be staggered and expire on the last day of March. Ordinance No ATTACHMENT 1

6 C. Youth commissioners shall be appointed from school grades seven through twelve (12) and shall serve two-year terms with incumbents eligible to reapply for appointment for terms through and including their senior year. Terms shall be staggered and expire on June 30 1 h. D. A commissioner appointed to fill an unexpired term 'With less than PW'O years remaining in the term, may be eligible for reappointment to an additional two terms. E. The two term limit shall apply to consecutive terms only. After a lapse of two years, a former commissioner may reapply for an appointment to any commission desired as a new applicant. The two-year lapse between appointments shall apply only to service on one commission. Upon leaving one commission, an individual may apply for an appointment to any other commission at any time. F. Appointments to each commission shall be made as terms expire or when unanticipated vacancies occur. G. Vacancies on any commission shall be filled by a majority vote of the council, except that the Town of Los Altos Hills City Council may fill two vacancies on the library commission and two vacancies on the senior commission. An individual appointed to fill a vacancy prior to the expiration of the term for which his or her predecessor was appointed shall serve for such unexpired term. SECTION 3. AMENDMENT OF CODE: Chapter 2.08 is hereby amended to revise Section to read as follows: " Powers and duties of the youth commission. The Youth Commission shall act in an advisory capacity to the City Council on matters relating to youth interests, youth concerns, and the need for outreach services. The City Council's personnel youth commission interview committee shall interview commission applicants and recommend appointments." SECTION 4. AMENDMENT OF CODE: Chapter 2.08 is hereby amended to repeal and replace Section to read as follows: " Powers and duties of the senior commission. The joint Los Altos/Los Altos Hills senior commission shall act in an advisory capacity, to the council in all matters relating to senior interests and concerns, shall make recommendations aimed at improving the life of seniors, and shall submit an annual report to the council." SECTION 5. AMENDMENT OF CODE: Chapter 2.08 is hereby amended to add a new Section to read as follows: Ordinance No ATTACHMENT 1

7 " Role of staff liaison. The City Manager, or his/her designee, shall appoint an individual to serve as liaison to each commission. The role of the staff liaison is to assist the commission in carrying out its responsibilities. Duties of the staff liaison shall include attending all meetings of the commission, preparing agendas in collaboration with the chair, ensuring agendas and reports are posted in compliance with State law and city protocols, researching and preparing reports for the commission, as is consistent with the work plan and/ or council direction, preparing action minutes for approval by the commission, preparing reports from the commission to the council, serving as the liaison between the commission and other city staff, communicating directions from the city council to the commission, and staying apprised of new laws and city protocols related to their assigned commission or commissions generally." SECTION 6. CONSTITUTIONALITY. If any section, subsection, sentence, clause or phrase of this code is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this code. SECTION 7. PUBLICATION. This ordinance shall be published as provided rn Government Code section SECTION 8. EFFECTIVE DATE. This ordinance shall be effective upon the commencement of the thirty-first day following the adoption date. The foregoing ordinance was duly and properly introduced at a regular meeting of the City Council of the City of Los Altos held on, 2016 and was thereafter, at.a regular meeting held on, 2016 passed and adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Attest: Jeannie Bruins, MAYOR Jon Maginot, CMC, CITY CLERK: Ordinance No ATTACHMENT 1