CITY OF NAPA PARKS AND RECREATION SERVICES DEPARTMENT AGENDA SUMMARY REPORT AGENDA ITEM 6A Page 1 of 1 DATE: September 9 th, 2015 TO: FROM: SUBJECT: Senior Advisory Commission Greg Coleman, Recreation Supervisor Bi-Annual Bylaws Review ISSUE STATEMENT: Review recommendations of the Bylaws Sub-Committee. DISCUSSION: As directed in Article VI, Section 1 of the Senior Advisory Commission bylaws, commissioners formed a sub-committee in 2015 to review current bylaws to assure compliance with all procedural requirements identified in Council Policy Resolution 10. After several meetings the sub-committee has brought their recommendations to today s commission meeting for discussion. Staff is asking the commission to discuss these recommendations and provide final revisions to take to the City Clerk for review and confirmation that requested revisions are within the Senior Advisory Commissions scope of responsibility. FINANCIAL IMPACTS: n/a DOCUMENTS ATTACHED: Attachment 1: Recommended revisions to SAC Bylaws Attachment 2: 2013 Bylaws RECOMMENDED ACTION: City staff recommends that the Commission move, second and approve each of the actions set forth below, in the form of the following motion. Move to: 1. Review sub-committee recommendations and request that staff take final recommendations to the City Clerk for feedback.
ATTACHMENT 1 2015 Sub-Committee Recommendations SAC Bylaws Review Sub-committee consisting of Darcey Jezycki and Howie Broxton met on July 21st. We recommend the following revisions to the Bylaws for consideration by the Commission members. ARTICLE II - DUTIES Pursuant to Chapter 2.76.050 of the Napa Municipal Code and Policy Resolution 10, the duties of the Commission shall be to make recommendations to the Parks and Recreation Services Director and the City Council on matters regarding senior services, facility use, and recreational activities, including the following: A. Review the day-to-day senior center operations. B. Review any proposed modifications to the senior center building. C. Provide recommendations regarding the adequacy of existing programs at the senior center, and any needed improvements or additional programs. D. Minimize the expenditure of public funds through development of effective volunteer programs. E. Develop a working relationship with all senior service groups and act as a program facilitator whenever possible. F. Establish short- and long-range goals and objectives for senior programs. This is a complete revision. We would now like your input regarding two minor grammatical corrections that we spotted within the previous document. 1. Page 5 - Article VII, Section 2 e) 9) -- Please consider rewriting this sentence as follows: The public hearing shall be closed and the Commission shall deliberate and either determine the matter or continue it to another date and time. 2. Page 6 - Article VIII, Section 4, first line -- We suggest replacing (inform) with "guide".
Page 1 of 6 CITY OF NAPA SENIOR ADVISORY COMMISSION BY-LAWS (revised 11/2011) ARTICLE I NAME The name of the Commission shall be the City of Napa Senior Advisory Commission. ARTICLE II DUTIES The following shall be the duties of the Senior Advisory Commission as per Chapter 2.76 of the Napa Municipal Code and City Council Policy Resolution Number 10: a) To make recommendations to the Napa City Council on matters regarding services, facility use, and recreational activities at the Napa Senior Center. b) To promote the quality of life of Napa s older adults and represent their interests before the Napa City Council and the greater community. ARTICLE III OFFICERS, MEMBERS AND STAFF SUPPORT The Senior Advisory Commission as per Chapter 2.76.010 of the Napa Municipal Code shall consist of seven (7) members. The term of each member of a Commission shall be two years; provided, however, if the term of any member expires, that member shall continue to hold the office as a Commission member until his or her successor has been duly appointed by City Council. In an effort to encourage participation on Commissions by broad range of members of the community, the City Council may limit the term of an incumbent to two two-year terms; provided, however, the City Council may reappoint a Commission member beyond the limit of "two two-year terms" if the Council determines that special circumstances warrant the reappointment of a particular incumbent. If the City Council appointed a member to fill a partial term, he or she remains eligible for appointment to two (2) consecutive two-year terms following completion of the partial term. A former member returning to the Commission after an absence of two (2) or more years will be treated as a new member in regards to eligibility for appointment as described above. Length of service may be extended at the discretion of the City Council. The Chair and Vice Chair shall be elected from among the regular members, and the persons so elected shall serve in their respective office for a term of one year. The election of both officers shall be held during the first regular meeting in November of each year, and the terms of office will begin on January 1 of the following year.
Page 2 of 6 If possible, the outgoing and incoming officers will confer during the period between the election and transfer of authority to assure the orderly continuation of Commission business. The City Council encourages that the position of Chair and Vice-Chair be rotated through the members annually. SECTION 3 The Parks and Recreation Services Director is appointed by the City Manager. The Parks and Recreation Services Director or designee shall function as technical advisor to the Senior Advisory Commission. The technical advisor to the Senior Advisory Commission or a Parks and Recreation Department staff representative shall serve as Secretary to the Senior Advisory Commission and shall be responsible for keeping records of all Senior Advisory Commission meetings. SECTION 4 The duties of the officers of the Senior Advisory Commission shall be as follows: a) It shall be the duty of the Chair to preside over all meetings of the Commission. The Chair shall represent the Senior Advisory Commission at meetings. The Chair shall, in cooperation with The Parks and Recreation Services Director or designated representative, make an annual report at the request of the City Council. b) It shall be the duty of the Vice-Chair to assist the Chair in the execution of his or her office and to serve as Acting Chair if absence or extenuating circumstance prevents the Chair from fulfilling his or her duties. ARTICLE IV- MEETINGS Regular meetings of the Senior Advisory Commission shall be held every other month beginning annually with the month of January unless cancelled by the Chair. Meetings will be held in the City Hall or Napa Senior Activity Center. Said meetings shall convene at 2:00 p.m. unless otherwise designated by the Chair. Meetings of the Commission shall be public in accordance with the provisions of the Brown Act. (Government Code Section 54950 et seq.). Four (4) members of the Commission shall constitute a quorum for the purpose of transacting business. SECTION 3 All Senior Advisory Commission meetings shall adjourn by 5:00 p.m. unless extended by the Chair with the consent of the Commission. An extension shall require an affirmative vote of the majority present at the meeting. SECTION 4 The regular meeting may be adjourned and reconvened at any specified time and place, upon a majority vote of the Commission.
Page 3 of 6 SECTION 5 Special meetings may be called in compliance with Goverment Code Section 54956, including the required notice to each member of the Commission. Said notice shall state the purpose for such special meeting. SECTION 6 The Commission may form as many subcommittees or ad hoc committees as necessary to fulfill its mission and pursue its duties. Such workgroups may include non-commission members who, by virtue of relevant expertise or sphere of influence, may assist with the specific tasks charged to such workgroups. All such workgroups shall include at least one, but not more than three, Commissioners. The Commission Chair shall designate all subcommittee or ad hoc committee chairs. All such workgroups may meet as often as necessary and shall report to, and are subordinate to, the Senior Advisory Commission. SECTION 7 It is anticipated that respect shall be given to all speakers including Commission members, staff, applicants, members of the public, etc., and that all participants will honor the rules of the Commission and applicable laws. Unless otherwise ordered by the Commission, the Chair shall have the responsibility for maintaining order at the Senior Advisory Commission meetings. SECTION 8 The cancellations of meetings are to be made by the Commission chair in consultation with the Commission Secretary and the Parks and Recreation Services Director or their designee. The Commission Secretary will cause notice to be made to each member of the Commission and the public in compliance with Government Code Section 54956. SECTION 9 Commissioners shall make every effort to attend each scheduled meeting of the Senior Advisory Commission. If a commissioner is unable to attend a meeting, he or she must notify one of the following regarding their pending absence: the chair, vice chair or staff secretary. Failure to attend or be excused for three consecutive meetings will result in a recommendation to the City Council for dismissal of the absent commissioner. ARTICLE V AGENDA The agenda shall be distributed to members of the Commission at least four (4) working days prior to the meeting day. Any Commissioner may recommend to the chair an item for placement on the agenda as long as the item can be approved by the chair and included in the distribution four (4) working days prior to the meeting day. The Agenda shall show the Order of Business of each regular meeting as follows: a) Roll Call b) Agenda Review c) Public Comments
Page 4 of 6 d) Approval of Minutes e) Program Updates / Presentations f) Old Business g) New Business h) Reports i) Adjournment The Commission may adjust the order of the agenda to accommodate the needs of the Commissioners, presenters or members of the public. ARTICLE VI AMENDMENTS Any proposal to amend, revise or repeal the Bylaws must appear on the Commission agenda for a first reading and be approved by a majority of a quorum of the Commission. The approved proposals to amend, revise or repeal the Bylaws must then be carried forward to the next regularly scheduled meeting agenda for a second reading and approval by a majority of a quorum of the Commission before being adopted. ARTICLE VII - RULES GOVERNING PUBLIC HEARINGS Hearings shall be conducted in a manner suitable to ensure fundamental fairness to all parties concerned, limited by the need to secure relevant information necessary to render a decision without unnecessary delay. The hearing need not be conducted according to technical rules relating to evidence and witnesses. Any relevant evidence shall be considered if it is the sort of evidence upon which responsible persons are accustomed to rely in the conduct of serious affairs, regardless of the existence of any common law or statutory rule which might make improper the admission of such evidence over objections in civil actions before a court of competent jurisdiction. Unless otherwise ordered by the Commission, the following shall be the order of procedure for public hearings: a) The Chair shall announce the subject of the public hearing, as advertised. b) If a request is made for continuance, a motion may be made and voted upon to continue the public hearing to a definite time and date. c) The staff shall be asked to present the substance of the item to be heard, staff report and recommendation, and to answer technical questions of the Commission. d) The Chair shall open the Hearing to public comments.
Page 5 of 6 e) The rules of testimony shall be as follows: 1) Persons presenting testimony to the Commission can voluntarily give their name and address for the record. Information provided is included in the minutes of that meeting. If persons presenting testimony do not wish their name and/or address to appear in the minutes he/she should either not volunteer the information, or volunteer the information and request that it be excluded from the minutes. 2) There shall be a time limitation of five (5) minutes for each interested party giving testimony. Speakers with a lengthy testimony are encouraged to submit them in writing. There shall be no limitations upon the length of written statements. 3) If there are numerous people in the audience who wish to participate on the issue and it is known that they represent the same opinion, a spokesperson should be selected to speak for the entire group. The spokesperson will thus have the opportunity of speaking for a reasonable length of time and of presenting a complete case. 4) To avoid repetitive cumulative evidence, the Chair may limit the number of witnesses or the time of testimony on a particular issue. 5) Irrelevant and off-the-subject comments will be ruled out of order. 6) Visual and other material may be used, as appropriate, but if used, they shall become part of the public record and City property. 7) No person shall address the Commission without first securing the permission of the Chair to do so. 8) All comments or questions for the commission shall be directed to the Chair. 9) The public hearing shall be closed and the Commission shall deliberate and either determines the matter or continues the matter it to another date and time certain. 10) All proceedings shall be recorded by mechanical means if possible. SECTION 3 A motion shall require a second before discussion and debate. The Chair or other presiding officer and/or any member of the Commission may make and second motions and engage in debate on issues, subject only to such limitations of debate as are imposed on all proceedings governed by the regulations of the City of Napa. A motion to adjourn shall always be in order except during roll call. SECTION 4 The following rules shall govern the voting on all matters: a) Unless otherwise required by federal, state or local regulation, the affirmative vote of a majority of the quorum is necessary to take action. If a majority is unable to be assembled on any motion (including a motion to continue the matter to a specific time) relating to a specific item for which the Commission must make a recommendation to the City Council, the item shall be referred to Council with a divided recommendation which reflects the individual votes of the Council Members. If a majority is unable to be assembled on any motion (including a motion to continue the matter to a specific time) relating to an item over which the Council has final authority, the matter before the Council shall be deemed denied.
Page 6 of 6 b) A member of the Commission who abstains from voting on any matter shall disclose the reason for his or her abstention. When a member of the Commission abstains from voting on any matter because of a potential conflict of interest, said vote shall not constitute nor be considered as either a vote in favor of or opposition to the matter being considered. When a member of the Commission abstains from voting for any reason other than a potential conflict of interest, the abstention shall be counted with the majority. c) The minutes for the Commission s proceeding shall show the vote of each member, including abstentions, etc. SECTION 5 A member shall disqualify him or herself from participating on a matter before the Commission in accordance with the City of Napa Conflict of Interest Code. When a member disqualifies himself or herself, he or she shall state prior to the consideration of such matter by the Commission that the disqualification is due to a possible conflict of interest and shall then leave the Commission Member s seating area. ARTICLE VIII - RULES GOVERNING TRAINING AND WORKSHOPS The Senior Advisory Commission shall conduct a goal-setting workshop during the month of February each odd numbered year but may conduct additional workshops as needed to pursue its mission. All such meetings must be agendized as special meetings of the Senior Advisory Commission in accordance with the provisions of the Brown Act. (Government Code Section 54950 et seq.). Training and workshops shall be facilitated by Parks and Recreation Department staff, but outside facilitators or individuals possessing expertise of value to the Senior Advisory Commission may be included. SECTION 3 Training and workshop locations, dates and times shall be mutually agreed upon by the Senior Advisory Commission Chair and Parks and Recreation Department staff. SECTION 4 The goals established during the biennial workshops shall inform the Senior Advisory Commission s activities during the two-year period between workshops. At any time, the Commission may direct its attention to emerging issues or be directed to address any seniorrelated issues that the Parks and Recreation Department or City Council deem appropriate. Revised 09/13