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Home My WebLink AboutS22 - Task Force on Committees�EW�oR> CITY OF °� mz NEWPORT BEACH City Council Staff Report Agenda Item No. S22 September 25, 2012 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 - 644 -3001, dkiff @newportbeachca.gov PREPARED BY: Dave Kiff, City Manager APPROVED: a 0, K TITLE: Resolution No. 2012 -89: Forming the Task Force on Committees ABSTRACT: Mayor Gardner has asked that the Council consider convening a Task Force to look at the roles and responsibilities of various committees. RECOMMENDATION: 1. Adopt Resolution No. 2012 -89 relating to the Membership and Responsibilities of the Task Force on Committees. 2. Appoint Council Members and to the Task Force on Committees. FUNDING REQUIREMENTS: There is minimal fiscal impact related to this item. DISCUSSION: As a few of the City's more recently- formed committees come to the end of their assignments (such as the Tidelands Management Committee, the Ad Hoc Committee on Harbor Charges, and the Neighborhood Revitalization Committee), Mayor Gardner has asked that the Council form a three - member Council task force to review these committees and others to see what changes could be made to continue the strong work that these committees did. At the same time, many "housekeeping" issues associated with City committees are different from committee to committee. Sometimes this is with good reason, other times Resolution No. 2012 -89: Forming the Task Force on Committees September 25, 2012 Page 2 it can be more arbitrary. An additional goal of the task force will be to see if the current processes for committee appointments (in part outlined in Council Policy A -2), committee terms, committee member terms, chairmanship appointments, regularity of meeting schedules, meeting locations, public input processes and more should be improved or aligned in a simpler, more direct format. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by: Da iff, City Manager Attachments: A. Resolution No. 2012 -89 B. Page for the Boards and Commissions Binder Resolution No. 2012 -89: Forming the Task Force on Committees September 25, 2012 Page 3 RESOLUTION NO. 2012 -89 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH RELATING TO THE MEMBERSHIP AND RESPONSIBILITIES OF THE TASK FORCE ON COMMITTEES WHEREAS, the City Council of the City of Newport Beach has multiple Boards, Committees, and Commissions that assist the Council and community in serving the needs of the Newport Beach Community; and WHEREAS, these Boards, Committees, and Commissions are invaluable in encouraging public participation and engagement; and WHEREAS, several of the existing Council and citizens committees, such as the Tidelands Management Committee, the Ad Hoc Committee on Harbor Charges, and the Neighborhood Revitalization Committee have nearly completed their work; and WHEREAS, other committees' appointment processes, member terms, chairmanships, and regularity and location of meetings can vary greatly from committee to committee, causing both public confusion and opportunities for City staff and Council error in appointment and replacement procedures and more; and WHEREAS, the Council is desirous of taking a new look at its committees to review roles, duties, appointment processes, and more. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Newport Beach that it hereby creates the Task Force on Committees as described in the attachment to this Resolution. ADOPTED this 25th day of September, 2012 NANCY GARDNER Mayor of Newport Beach ATTEST: LEILANI BROWN City Clerk Resolution No. 2012 -89: Forming the Task Force on Committees September 25, 2012 Page 4 TASK FORCE ON COMMITTEES AUTHORIZATION: Established by Resolution No. 2012 -_ adopted on September 25, 2012 TYPE: This Task Force is an ad hoc Task Force. The task force shall be made up of three Council members. The Task Force is not subject to the Brown Act, but may at its discretion, hold public workshops to discuss and receive input on Task Force ideas and residents' concerns about the committee process. MEMBERSHIP: Three (3) members of the Newport Beach City Council appointed by the Mayor. RESPONSIBILITIES: To make recommendations to the City Council as to: A. Whether the existing committee structure, roles, and duties should be modified. B. Whether Council Policy A -2 relating to Board and Commission (and Committee) Appointments (among other things) should be modified. This may also include recommendations beyond A -2 relating to bringing consistency to committee terms, appointment processes, review of candidate applications, committee member terms, term limits, meeting location and regularity, and more. C. Ways to continue to improve the committee process, including public input and public availability of committee information. D. What committees should be sunsetted at what time, and replaced or not replaced by other committees to address current needs of the Council and community. TERMINATION: The Task Force on Committees shall continue until such date as it submits a final report to the full City Council.